Software für Macher

Software für Macher

Losing information or no longer finding it because it was not stored correctly is not just annoying but also expensive: in the case of conventional or paper-based archiving, approximately two thirds of working time is spent processing documents. 97% of archiving costs are personnel costs and overall costs (costs for personnel and archiving space) increase disproportionately as the size of the company increases.

The digital storage and audit-proof archiving of all documents and information types enables knowledge to be secured in the long term – a fundamental consideration at any company.

Facts Concerning Paper-Based Archiving

67% of working time

is spent processing documents.

30% of all retrieval attempts

are unsuccessful because documents were either stored in the wrong place or have been borrowed or simply lost.

True ECM is Reliable. Across the Whole Business.

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Digitale Archivierung mit enaio® von OPTIMAL SYSTEMS
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Electronic archiving reduces unnecessary costs for archives, materials, and more.

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Digital archiving helps you comply with laws and regulations and ensures a high level of compliance with audit regulations.

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Faster return on investment (ROI): switching to digital archiving is financially worthwhile.

The Challenges of Digital Archiving of Company Data

There is no general definition concerning legally compliant digital archiving of company data. However, enaio® by OPTIMAL SYSTEMS can help you store your data as securely as possible.

If, which, and how data, information, and document types need to be stored and for how long depends on a number of rules and regulations. For example, different rules apply to the archiving of invoices than to contracts. If documents contain posting- or business-relevant data, the retention periods laid down in tax and commercial law apply. With the basic principles for the orderly management and storage of ledgers, records, and documents in electronic form and data access (GoBD) the Principles of Orderly Accounting (GoB), and the Commercial Code (HGB) have been extended to include requirements for the electronic storage of documents. Trading books, accounting documents, business correspondence, etc. must be stored for at least ten years and contracts for the full period in which they are valid.

Audit-Proof Storage and Digital Archiving

Audit-proof storage does not just affect the digital archive as such, but also the entire storage procedure. It requires data to be unmodifiable, to be entered correctly, fully, and in due time, and it requires clear documentation of procedures. It must also be possible to reproduce the documents quickly in the required sequence throughout the entire period in which the obligation to produce supporting documents applies. However there are no rules concerning the way in which data is saved or what data carriers must be used.

Audit-proof archiving in companies is required above all for tax-relevant information and for certificates or documents similar to certificates (e.g. contracts). In the case of incoming documents, the archiving process must ensure a visual match between the digital document and the original. For other documents, only the content itself needs to match. Audit-proof digital archiving is also the basis for IT compliance.

Secure, Reliable Digital Archiving

There are no uniform legal regulations concerning digital archiving. Whereas tax and commercial law does allow the storage of relevant documents in a digital archive, civil law does not (fully) recognize a digital archive as being of the same quality as a certificate. This includes documents similar to certificates such as opening balance sheets or year-end reports.

A proper digital archive must include a log, a password-protected system environment, a protected database, the assignment of write authorizations, and the use of unalterable storage media. The digitally archived document then has the same legal status as an “object that bears witness.” It is then on a par with a certificate, which can then lead to reversal of the burden of proof. In other words, the document counts as reliable evidence.

However it is only the qualified electronic signature which raises the electronic document to the status of a certificate. It also protects it against forgery and unequivocally verifies its authenticity. It is therefore more reliable than a conventional signature.

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Mobil besser arbeiten mit enaio®
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Benefits

  • Savings on the costs of space, material, and personnel
  • Rapid access and increased willingness to provide information
  • Higher legal certainty through logging, etc.
  • Numerous interfaces and DMS/ECM functions
  • Faster return on investment (ROI)

Digital Archiving of Data with ECM Software Solutions

In addition to a broad range of functions for Enterprise Content Management, enaio® software by OPTIMAL SYSTEMS offers a digital archive that enables companies to comply with all legal regulations regarding preservation of evidence and audit security, authenticity of documentation, and retention periods (IT compliance and GoBD). The incorporation of qualified electronic signatures also ensures a high level of security. enaio® offers users the highest security standards, e.g. by means of comprehensive logging, secure encryption algorithms, and a password-protected system environment. Only authorized persons can view or edit documents.

In the field of IT compliance, enaio® is capable of representing the responsibilities of individuals, traceability of processes, compliance with certain quality standards, data security or access protection. The entire correspondence pertaining to the business transactions can be demonstrated on request. enaio® also archives e-mails including their unmodified attachments at the desired location within the storage structure. The result is higher transparency and increased productivity and process quality.

Key Features

  • Permanent, audit-proof archiving
  • GoBD-compliant archiving of tax-relevant data
  • Numerous interfaces (SAP, Dynamics NAV, COLD, etc.)
  • IT compliance
  • Rapid access to documents for an indefinite period
  • Rapid searching using index data and full text
  • Numerous ECM functions
  • Qualified electronic signature with provider accreditation
  • Comprehensive logging
  • Password-protected system environment
  • Rule-based and user-specific rights assignment
  • Encapsulated application server
  • Straightforward migration of legacy data
  • Support of all storage technologies

Customer Opinions on Electronic Archiving

Heiko Dehne

“With the launch of the ECM system by OPTIMAL SYSTEMS the municipal treasury has experienced a successful start in digital archiving.”

Heiko DehneProject Manager and Municipal Treasurer, Göttingen Municipality

“The combination of an ECM and archive solution gives us a central, audit-proof archive which provides optimal protection of our data while still allowing us to access it.”

Martin OverathHead of IT, University Hospital Frankfurt/Main

“It is very easy to provide an electronic signature. The detailed rights system[…] ensures that clerks can only submit the declarations of consent assigned to them. The sender is authenticated based on the connection to the trustserver.”

Stefan AntholzerHead of IT, Flottweg GmbH

References for Digital Archiving with OPTIMAL SYSTEMS

Interested in digital archiving with ECM? Then go to your enaio® live DEMO!

ECM Solutions for Digital Archiving with OPTIMAL SYSTEMS

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