{"id":420165,"date":"2026-07-30T11:39:30","date_gmt":"2026-07-30T09:39:30","guid":{"rendered":"https:\/\/www.optimal-systems.de\/?page_id=420165"},"modified":"2026-10-16T09:28:07","modified_gmt":"2026-10-16T07:28:07","slug":"archiving","status":"publish","type":"page","link":"https:\/\/www.optimal-systems.de\/en\/digitalization\/topics\/archiving","title":{"rendered":"Archiving"},"content":{"rendered":"\n<div class=\"wp-block-cover\"><img decoding=\"async\" width=\"1920\" height=\"800\" class=\"wp-block-cover__image-background wp-image-369075\" alt=\"Ein Mann und eine Frau in einem Archivierungsserverraum.\" src=\"https:\/\/www.optimal-systems.de\/wp-content\/uploads\/2023\/10\/headerbild-archivierung-2.jpg\" style=\"object-position:78% 43%\" data-object-fit=\"cover\" data-object-position=\"78% 43%\" srcset=\"https:\/\/www.optimal-systems.de\/wp-content\/uploads\/2023\/10\/headerbild-archivierung-2.jpg 1920w, https:\/\/www.optimal-systems.de\/wp-content\/uploads\/2023\/10\/headerbild-archivierung-2-300x125.jpg 300w, https:\/\/www.optimal-systems.de\/wp-content\/uploads\/2023\/10\/headerbild-archivierung-2-1024x427.jpg 1024w, https:\/\/www.optimal-systems.de\/wp-content\/uploads\/2023\/10\/headerbild-archivierung-2-768x320.jpg 768w, https:\/\/www.optimal-systems.de\/wp-content\/uploads\/2023\/10\/headerbild-archivierung-2-1536x640.jpg 1536w\" sizes=\"(max-width: 1920px) 100vw, 1920px\" \/><span aria-hidden=\"true\" class=\"wp-block-cover__background has-background-dim-90 has-background-dim wp-block-cover__gradient-background has-background-gradient\" style=\"background:linear-gradient(90deg,rgb(0,0,0) 0%,rgba(0,0,0,0.28) 100%)\"><\/span><div class=\"wp-block-cover__inner-container is-layout-constrained wp-block-cover-is-layout-constrained\"><div  class=\"gs_3RRUwG row_wrap\">\n<div class=\"wp-block-columns row_xxl is-layout-flex wp-container-core-columns-is-layout-8f761849 wp-block-columns-is-layout-flex\">\n<div class=\"wp-block-column col-12 col-sm-8 is-layout-flow wp-block-column-is-layout-flow\">\n<h1 id=\"h-digital-archiving\" class=\"wp-block-heading dyn\">Digital archiving<\/h1>\n\n\n\n<p class=\"has-color-62-color has-text-color has-link-color wp-elements-1 wp-block-paragraph\">Digitally archiving documents and records within a company is an administrative challenge. Legal requirements regarding the document itself, as well as the duration and method of archiving, must be complied with; otherwise, severe penalties may apply. Find out here how to archive your data and company documents reliably and in compliance with the law.<\/p>\n<\/div>\n<\/div>\n<\/div>\n\n<div  class=\"gs_81eRNv row_wrap\">\n<div class=\"wp-block-columns row_xxl is-layout-flex wp-container-core-columns-is-layout-8f761849 wp-block-columns-is-layout-flex\">\n<div class=\"wp-block-column col-12 col-sm-8 is-layout-flow wp-block-column-is-layout-flow\">\n<div id=\"greyd-6adb74a23959b\" class=\"wp-block-greyd-box gs_aSADle greyd-content-box gs_aSADle\">\n<p class=\"has-color-62-color has-text-color has-link-color wp-elements-2 wp-block-paragraph\"><strong>Table of contents<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list has-color-62-color has-text-color has-link-color wp-elements-3\">\n<li><a href=\"#information\">Key information on digital archiving<\/a><\/li>\n\n\n\n<li><a href=\"#gobd\">These are the requirements you must meet for GoBD-compliant archiving<\/a><\/li>\n\n\n\n<li><a href=\"#duration\" data-type=\"internal\" data-id=\"#duration\">How long you must or may keep documents<\/a><\/li>\n\n\n\n<li><a href=\"#email\">E-mail archiving: these are the e-mails you must archive<\/a><\/li>\n\n\n\n<li><a href=\"#requirements\" data-type=\"internal\" data-id=\"#requirements\">Different record-keeping requirements<\/a><\/li>\n\n\n\n<li><a href=\"#archiving-with-ecm\" data-type=\"internal\" data-id=\"#archiving-with-ecm\">How digital archiving works in an enterprise content management system<\/a><\/li>\n\n\n\n<li><a href=\"#globus\">Digital archiving in real-world application \u2013 GLOBUS<\/a><\/li>\n\n\n\n<li><a href=\"#archive-migration\" data-type=\"internal\" data-id=\"#archive-migration\">How archive migration works \u2013 moving to a new system<\/a><\/li>\n\n\n\n<li><a href=\"#on-premises-cloud\">On-premises, cloud, or hybrid solution for your archiving needs?<\/a><\/li>\n\n\n\n<li><a href=\"#faq\">FAQ on digital archiving<\/a><\/li>\n<\/ul>\n<\/div>\n<\/div>\n<\/div>\n<\/div><\/div><\/div>\n\n\n\n<div id=\"information\" class=\"anchor\"><\/div>\n\n\n<div  class=\"gs_AnziVD row_wrap\">\n<div class=\"wp-block-columns row_xl is-layout-flex wp-container-core-columns-is-layout-8f761849 wp-block-columns-is-layout-flex\">\n<div class=\"wp-block-column col-12 col-sm-auto is-layout-flow wp-block-column-is-layout-flow\">\n<h2 id=\"h-key-information-on-digital-archiving\" class=\"wp-block-heading\">Key information on digital archiving<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">As a manager, you know how important \u2013 but also how time-consuming and costly \u2013 document archiving is, both for your day-to-day operations and for tax audits conducted by the IRS. If you decide to start using&nbsp;<a href=\"https:\/\/www.optimal-systems.de\/en\/products\/enaio\/solutions\/digital-archiving-with-enaio\">electronic archiving<\/a> or to switch to a new archiving system (archive migration), you should first familiarize yourself with the basics of electronic record retention. Here, we provide an overview of what matters to a business and the security, time, and organizational benefits you can gain.<\/p>\n<\/div>\n<\/div>\n<\/div>\n\n<div  class=\"gs_4dj0lY row_wrap\">\n<div class=\"wp-block-columns row_xl is-layout-flex wp-container-core-columns-is-layout-8f761849 wp-block-columns-is-layout-flex\">\n<div class=\"wp-block-column col-12 col-sm-auto is-layout-flow wp-block-column-is-layout-flow\">\n<h3 id=\"h-the-importance-of-archiving-in-a-company\" class=\"wp-block-heading\">The importance of archiving in a company<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">In the strictest sense, archiving refers to the indefinite and unalterable preservation of archival records. In a company, archival records typically consist of documents, films, images, plans, and manuals. Samples, products, or promotional materials can also be archived. The documents you are required to archive are determined in part by the company, and in part by legal requirements that mandate the retention of various documents. You only need to keep many documents for a certain period of time and can delete them once that period has expired. In some cases, legal requirements may even require you to delete records, for example, if they involve personal data.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>In a company, archiving ensures that documents are retained for an extended or indefinite period in compliance with legal requirements.<\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">To ensure that your company meets the requirements for digital archiving and complies with legal regulations, a digital (electronic) audit-proof archiving system is the ideal solution.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The key benefits of a&nbsp;paperless office&nbsp;with electronic archiving include audit compliance, quick retrieval, and legal and operational security. The archived documents are needed solely for presentation during tax audits. You can manage the documents you need for your daily work in your&nbsp;enterprise content management system (ECMS). This is where the benefits of location- and time-independent collaboration and automated workflows come into play.<\/p>\n<\/div>\n<\/div>\n<\/div>\n\n<div  class=\"gs_05hqMY row_wrap\">\n<div class=\"wp-block-columns row_xl is-layout-flex wp-container-core-columns-is-layout-8f761849 wp-block-columns-is-layout-flex\">\n<div class=\"wp-block-column col-12 col-sm-auto is-layout-flow wp-block-column-is-layout-flow\">\n<h3 id=\"h-what-is-audit-proof-archiving\" class=\"wp-block-heading gs_pIlYFC\">What is audit-proof archiving?<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Your company is required to retain various documents and records. Audit-proof document storage refers to the archiving of documents that may not be altered at a later date. A PDF must be audit-proof as well as a Word document. It is essential to strictly comply with legal requirements. Key regulatory frameworks define the principles for the proper maintenance and retention of books, records, and documents in electronic form, as well as for data access (GoBD),&nbsp;in addition to data protection laws (GDPR and BDSG) and the Trade Secrets Act (GeschGehG). The German Federal Office for Information Security provides information in the \u201cArchiving\u201d section&nbsp;on how to archive digital documents in a way that ensures they are preserved long-term, securely, without alteration, and in a manner that allows them to be reproduced. In addition, there are industry-specific regulations that are critical for audit compliance.<\/p>\n\n\n\n<h3 id=\"h-these-are-the-general-requirements-you-must-take-into-account-when-archiving-documents\" class=\"wp-block-heading gs_J3WEly\">These are the general requirements you must take into account when archiving documents<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">To ensure that you can archive documents in compliance with the law, you need a complete understanding of the legal framework governing archiving. You must also take into account the industry-specific differences that apply to your company. As part of its&nbsp;<strong>general guidelines<\/strong>, the professional association for providers and users in the field of enterprise information management (EIM) \u2013 also known as the Voice of Information \u2013 has defined key principles for audit-proof electronic archiving that will serve as a valuable resource for you.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>An overview of the&nbsp;VOI\u2019s key points:<\/strong><\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Every document must be properly retained in accordance with legal and internal organizational requirements.<\/li>\n\n\n\n<li>Archiving must be carried out in its entirety \u2013 no document may be lost either on the way to the archive or while in the archive itself.<\/li>\n\n\n\n<li>Every document must be archived as soon as organizationally possible.<\/li>\n\n\n\n<li>Every document must match its original and be archived in a way that prevents any changes.<\/li>\n\n\n\n<li>Every document may only be viewed by authorized users.<\/li>\n\n\n\n<li>It must be possible to locate and reproduce any document within a reasonable amount of time.<\/li>\n\n\n\n<li>Every document may be destroyed \u2013 that is, removed from the archive \u2013 no sooner than after its retention period has expired.<\/li>\n\n\n\n<li>Every action that results in a change in the electronic archive system must be logged in a manner that is traceable by authorized users.<\/li>\n\n\n\n<li>The entire organizational and technical archiving process may be audited by an independent expert at any time.<\/li>\n\n\n\n<li>During all migrations and changes to the archive system, compliance with all of the principles listed above must be ensured.<\/li>\n<\/ol>\n\n\n\n<p class=\"wp-block-paragraph\">In our guide&nbsp;Audit-proof document archiving: a checklist, based on the&nbsp;<a href=\"https:\/\/www.voi.de\" target=\"_blank\" rel=\"noreferrer noopener\">VOI<\/a> guidelines, you will find further information explaining audit-proof archiving.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">One example of additional industry-specific requirements is the long-term archiving of technical documentation in the electrical industry, which you can read about at&nbsp;<a href=\"https:\/\/www.zvei.org\/fileadmin\/user_upload\/Presse_und_Medien\/Publikationen\/2016\/april\/ZVEI-Leitfaden_Anforderungen_an_Betriebsanleitungen_fuer_elektrotechnische_Geraete_der_Automatisierung\/pdf\/Langzeitarchivierung-technischer-Dokumentationen.pdf\" target=\"_blank\" rel=\"noreferrer noopener\">the German Electrical and Electronic Manufacturers' Association ZVEI<\/a>. The industry guidelines specify which documents must be retained in an archive, in what format, and for how long.<\/p>\n\n\n\n<h3 id=\"h-these-are-the-documents-you-must-archive\" class=\"wp-block-heading gs_4ZuXoI\">These are the documents you must archive<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">If you want to implement document archiving software in your company, you should first determine exactly what you will be archiving and which documents and records need to be stored in an audit-proof manner. When it comes to document retention requirements, companies must comply with various archiving obligations, which vary depending on the industry and the size of the company. Therefore, there is no universal list of documents that all companies are required to retain, but some common characteristics can be identified.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The following, for example, must be retained:<\/p>\n\n\n<div  class=\"row_wrap\">\n<div class=\"wp-block-columns row_xxl is-layout-flex wp-container-core-columns-is-layout-8f761849 wp-block-columns-is-layout-flex\">\n<div class=\"wp-block-column col-12 col-sm-auto is-layout-flow wp-block-column-is-layout-flow\">\n<ul class=\"wp-block-list\">\n<li>Accounting documents (including invoices, bank statements, receipts, checks, pay stubs, tax assessments, order confirmations, and delivery notes)<\/li>\n\n\n\n<li>Financial statements<\/li>\n\n\n\n<li>Trading books<\/li>\n\n\n\n<li>Opening balances<\/li>\n\n\n\n<li>Consolidated financial statements<\/li>\n\n\n\n<li>Inventories<\/li>\n\n\n\n<li>Management reports<\/li>\n<\/ul>\n<\/div>\n\n\n\n<div class=\"wp-block-column col-12 col-sm-auto is-layout-flow wp-block-column-is-layout-flow\">\n<ul class=\"wp-block-list\">\n<li>Business and commercial letters<\/li>\n\n\n\n<li>Correspondence that helps in understanding relevant documents<\/li>\n\n\n\n<li>Bank guarantees<\/li>\n\n\n\n<li>Customs documents<\/li>\n\n\n\n<li>Tax audit reports<\/li>\n\n\n\n<li>Loan documents<\/li>\n\n\n\n<li>Personnel records<\/li>\n\n\n\n<li>Payroll lists<\/li>\n<\/ul>\n<\/div>\n<\/div>\n<\/div>\n\n\n<p class=\"row_xxl wp-block-paragraph\">However, many companies archive more than just the files required by law. If you use an ECM (enterprise content management) system, you can also digitally archive additional documents and quickly access all data at any time. This provides a suitable solution for storing large volumes of documents and files that you don\u2019t want to lose and want to have readily available. In addition, you can store files in any format, and in many cases, the ECM system integrates with external systems.<\/p>\n\n\n\n<p class=\"row_xxl wp-block-paragraph\">Examples of advanced archiving:<\/p>\n\n\n<div  class=\"row_wrap\">\n<div class=\"wp-block-columns row_xxl is-layout-flex wp-container-core-columns-is-layout-8f761849 wp-block-columns-is-layout-flex\">\n<div class=\"wp-block-column col-12 col-sm-6 col-md-auto is-layout-flow wp-block-column-is-layout-flow\" style=\"padding-right:0;padding-bottom:0\">\n<ul class=\"wp-block-list\">\n<li>Marketing and advertising tools and printed materials<\/li>\n\n\n\n<li>Corporate videos<\/li>\n<\/ul>\n<\/div>\n\n\n\n<div class=\"wp-block-column col-12 col-sm-6 col-md-auto is-layout-flow wp-block-column-is-layout-flow\" style=\"padding-right:0;padding-bottom:0\">\n<ul class=\"wp-block-list\">\n<li>User manuals<\/li>\n\n\n\n<li>Product documentation<\/li>\n<\/ul>\n<\/div>\n\n\n\n<div class=\"wp-block-column col-12 col-sm-6 col-md-auto is-layout-flow wp-block-column-is-layout-flow\" style=\"padding-right:0;padding-bottom:0\">\n<ul class=\"wp-block-list\">\n<li>Business plans<\/li>\n\n\n\n<li>Building plans<\/li>\n<\/ul>\n<\/div>\n\n\n\n<div class=\"wp-block-column col-12 col-sm-6 col-md-auto is-layout-flow wp-block-column-is-layout-flow\" style=\"padding-right:0;padding-bottom:0\">\n<ul class=\"wp-block-list\">\n<li>Emergency protocols<\/li>\n\n\n\n<li>Company images<\/li>\n\n\n\n<li>Product ideas<\/li>\n<\/ul>\n<\/div>\n<\/div>\n<\/div>\n\n\n<p class=\"row_xxl gs_yMC1Yc wp-block-paragraph\">The ECM system gives you quick access to the content of the documents and files you archive digitally. Since most files are fully searchable (full-text search), you'll save a lot of time and effort. If you choose a cloud solution, you don't have to worry about running out of storage space down the line, because it can be scaled up as needed.<\/p>\n\n\n\n<div id=\"gobd\" class=\"anchor\"><\/div>\n\n\n\n<h2 id=\"h-these-are-the-requirements-you-must-meet-for-gobd-compliant-archiving\" class=\"wp-block-heading\">These are the requirements you must meet for GoBD-compliant archiving<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">To ensure audit-proof archiving, you must comply with various legal requirements. The GoBD (guidelines for the proper management and retention of books, records, and documents in electronic form, as well as for data access) serve as a key reference for archiving. These guidelines set forth the general principles for the retention of tax-related documents. However, they do not specify exactly which documents and records must be retained.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>General requirements:&nbsp;<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Compliance:&nbsp;<\/strong>transactions and accounting entries must be recorded systematically to ensure that they can be audited.<\/li>\n\n\n\n<li><strong>Traceability:&nbsp;<\/strong>transactions and receipts must be traceable by knowledgeable third parties.<\/li>\n\n\n\n<li><strong>Completeness:<\/strong>&nbsp;all business transactions must be complete and without gaps.<\/li>\n\n\n\n<li><strong>Accuracy:<\/strong>&nbsp;business transactions must be accurately documented.<\/li>\n\n\n\n<li><strong>Timeliness:<\/strong>&nbsp;transactions and accounting entries must be recorded promptly; for point-of-sale systems, this should be done daily.<\/li>\n\n\n\n<li><strong>Immutability:<\/strong>&nbsp;transactions and records must be verifiable in their original form. Any changes must be fully documented.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Document storage<\/strong>&nbsp;is also governed by the GoBD (see section 9): Records must be archived in an organized manner, and even though there are no standardized templates, you are required to keep your documents in a systematic order. Particularly noteworthy is the archiving of&nbsp;<strong>electronic documents and records<\/strong>, as these&nbsp;<strong>must be preserved in their original form<\/strong>. This means, for example, that you cannot print, file, and delete e-mails. Instead, you must save them in the format in which you received them.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">To ensure you have a complete understanding, we recommend that you carefully review the GoBD guidelines. You can find them under \u201c<a href=\"https:\/\/www.bundesfinanzministerium.de\/Content\/DE\/Downloads\/BMF_Schreiben\/Weitere_Steuerthemen\/Abgabenordnung\/AO-Anwendungserlass\/2024-03-11-aenderung-gobd.html\" data-type=\"link\" data-id=\"https:\/\/www.bundesfinanzministerium.de\/Content\/DE\/Downloads\/BMF_Schreiben\/Weitere_Steuerthemen\/Abgabenordnung\/AO-Anwendungserlass\/2024-03-11-aenderung-gobd.html\" target=\"_blank\" rel=\"noreferrer noopener\">Principles for the proper management and retention of books, records, and documents in electronic form, as well as for data access (GoBD)<\/a>\u201d on the website of the German Federal Ministry of Finance.<\/p>\n<\/div>\n<\/div>\n<\/div>\n\n\n\n\n<div id=\"duration\" class=\"anchor\"><\/div>\n\n\n<div  class=\"gs_CaxVtW row_wrap\">\n<div class=\"wp-block-columns row_xl is-layout-flex wp-container-core-columns-is-layout-8f761849 wp-block-columns-is-layout-flex\">\n<div class=\"wp-block-column col-12 col-sm-auto is-layout-flow wp-block-column-is-layout-flow\">\n<h2 id=\"h-how-long-you-must-or-may-keep-documents\" class=\"wp-block-heading\">How long you must or may keep documents<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">There are retention periods for documents that must be retained, and you must comply with them. These deadlines are defined by the relevant laws: the&nbsp;<a href=\"https:\/\/www.gesetze-im-internet.de\/hgb\/index.html\" target=\"_blank\" rel=\"noreferrer noopener\">German Commercial Code<\/a>&nbsp;(HGB) and the&nbsp;<a href=\"https:\/\/www.gesetze-im-internet.de\/ao_1977\" target=\"_blank\" rel=\"noreferrer noopener\">German Fiscal Code<\/a>&nbsp;are two prominent examples. However, you cannot keep all documents and records on file indefinitely. The GDPR (General Data Protection Regulation) sets the maximum duration in this case.<\/p>\n\n\n<div  class=\"row_wrap\">\n<div class=\"wp-block-columns row_xxl is-layout-flex wp-container-core-columns-is-layout-8f761849 wp-block-columns-is-layout-flex\">\n<div class=\"wp-block-column col-12 col-sm-3 is-layout-flow wp-block-column-is-layout-flow\"><\/div>\n\n\n\n<div class=\"wp-block-column col-12 col-sm-6 is-layout-flow wp-block-column-is-layout-flow\">\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" width=\"998\" height=\"1024\" src=\"https:\/\/www.optimal-systems.de\/wp-content\/uploads\/2023\/10\/welche-dokumente-wie-lange-hell.png-998x1024.webp\" alt=\"A calendar with the caption \u201cWhich documents have we long since archived at the museum?\u201d\" class=\"wp-image-369130\" srcset=\"https:\/\/www.optimal-systems.de\/wp-content\/uploads\/2023\/10\/welche-dokumente-wie-lange-hell.png-998x1024.webp 998w, https:\/\/www.optimal-systems.de\/wp-content\/uploads\/2023\/10\/welche-dokumente-wie-lange-hell.png-292x300.webp 292w, https:\/\/www.optimal-systems.de\/wp-content\/uploads\/2023\/10\/welche-dokumente-wie-lange-hell.png-768x788.webp 768w, https:\/\/www.optimal-systems.de\/wp-content\/uploads\/2023\/10\/welche-dokumente-wie-lange-hell.png-1497x1536.webp 1497w, https:\/\/www.optimal-systems.de\/wp-content\/uploads\/2023\/10\/welche-dokumente-wie-lange-hell.png.webp 1642w\" sizes=\"(max-width: 998px) 100vw, 998px\" \/><\/figure>\n<\/div>\n\n\n\n<div class=\"wp-block-column col-12 col-sm-auto is-layout-flow wp-block-column-is-layout-flow\"><\/div>\n<\/div>\n<\/div>\n\n\n<h3 id=\"h-mandatory-retention-periods\" class=\"wp-block-heading\">Mandatory retention periods<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">You can store all your files in a digital file.&nbsp;<strong>In addition to common formats such as text files, spreadsheets, or PDFs, you can also store graphics, images, media files, and special formats.<\/strong>&nbsp;This allows you to create an archive \u2013 that is, a manageable space \u2013 with a complete overview of your clients or projects.<\/p>\n\n\n<div  class=\"row_wrap\">\n<div class=\"wp-block-columns is-layout-flex wp-container-core-columns-is-layout-8f761849 wp-block-columns-is-layout-flex\">\n<div class=\"wp-block-column col-12 col-sm-auto is-layout-flow wp-block-column-is-layout-flow\">\n<p class=\"wp-block-paragraph\"><strong>6 years<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Cash register receipts<\/li>\n\n\n\n<li>Business correspondence (incoming and outgoing)<\/li>\n\n\n\n<li>Bank guarantees<\/li>\n\n\n\n<li>Customs documents<\/li>\n\n\n\n<li>Tax audit reports<\/li>\n\n\n\n<li>Loan documents<\/li>\n\n\n\n<li>Payroll accounts<\/li>\n\n\n\n<li>Payroll records<\/li>\n\n\n\n<li>Overtime sheets<\/li>\n<\/ul>\n<\/div>\n\n\n\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\">\n<p class=\"wp-block-paragraph\"><strong>10 years&nbsp;<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Accounting documents<\/li>\n\n\n\n<li>Trading books<\/li>\n\n\n\n<li>Inventories<\/li>\n\n\n\n<li>Opening balances<\/li>\n\n\n\n<li>Financial statements<\/li>\n\n\n\n<li>Management reports and the work instructions necessary for understanding them<\/li>\n\n\n\n<li>Consolidated financial statements<\/li>\n\n\n\n<li>Price lists<\/li>\n\n\n\n<li>Payroll lists<\/li>\n<\/ul>\n<\/div>\n<\/div>\n<\/div>\n\n\n<p class=\"wp-block-paragraph\">You can also find additional information about retention periods on our topics page \u201cRetaining documents: what you need to know. \u201d<\/p>\n\n\n\n<h3 id=\"h-these-are-documents-you-must-delete-once-their-retention-period-has-expired\" class=\"wp-block-heading gs_VCmYBU\">These are documents you must delete once their retention period has expired<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">You must adhere to specific retention periods when storing various documents. However, you cannot archive all documents and details indefinitely just to be on the safe side. Apart from the issue of storage space, certain data must be deleted after a specified period of time. The legal basis for this deadline is provided by the&nbsp;<a href=\"https:\/\/gdpr-info.eu\" data-type=\"link\" data-id=\"https:\/\/gdpr-info.eu\/\" target=\"_blank\" rel=\"noreferrer noopener\">GDPR<\/a>&nbsp;(General Data Protection Regulation) and the&nbsp;<a href=\"https:\/\/www.gesetze-im-internet.de\/englisch_bdsg\/index.html\" data-type=\"link\" data-id=\"https:\/\/www.gesetze-im-internet.de\/englisch_bdsg\/index.html\" target=\"_blank\" rel=\"noreferrer noopener\">BDSG<\/a>&nbsp;(German Federal Data Protection Act).<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">In companies, personal data is automatically stored along with documents that must be archived \u2013 such as correspondence that helps explain relevant documents or employee data in personnel files. On the one hand, these data are subject to special access controls; on the other hand, the personal data must be deleted once the retention period has expired. This is because the GDPR establishes the \u201cright to be forgotten\u201d for this data and imposes penalties for violations. To keep track of documents and files and ensure compliance with retention and deletion schedules, it is advisable to use appropriate software.<\/p>\n\n\n\n<div id=\"email\" class=\"anchor\"><\/div>\n\n\n\n<h2 id=\"h-e-mail-archiving-these-are-the-e-mails-must-archive\" class=\"wp-block-heading gs_ayjB8a\">E-mail archiving: These are the e-mails must archive<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Business e-mails are also subject to the archiving requirement. Tax law, the German Commercial Code, and the GoBD specify which e-mails you are required to archive. As a general rule, you must also archive e-mails in an audit-proof manner if they are relevant to business operations or help in understanding documents that are subject to archiving requirements. They must also be archived in a complete, tamper-proof, and machine-readable format.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">To give you a better idea, here are&nbsp;<strong>a few real-world examples<\/strong>:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Business letters<\/li>\n\n\n\n<li>Inventories<\/li>\n\n\n\n<li>Balance sheets<\/li>\n\n\n\n<li>Organizational documents<\/li>\n\n\n\n<li>Accounting documents<\/li>\n\n\n\n<li>Orders and order confirmations<\/li>\n\n\n\n<li>Waybills<\/li>\n\n\n\n<li>Invoices and payment receipts<\/li>\n\n\n\n<li>Shipping documents<\/li>\n\n\n\n<li>Shipping notifications<\/li>\n\n\n\n<li>Letters of complaint<\/li>\n\n\n\n<li>Contracts<\/li>\n<\/ul>\n\n\n\n<div id=\"requirements\" class=\"anchor\"><\/div>\n\n\n\n<h2 id=\"h-different-record-keeping-requirements\" class=\"wp-block-heading gs_3fbO8k\">Different record-keeping requirements<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Even though the core of archiving typically consists of accounting records and commercial documents, nearly all companies are subject to specific archiving requirements that you must comply with.<\/p>\n\n\n\n<h3 id=\"h-industry-specific-document-archiving\" class=\"wp-block-heading gs_YGpi4B\">Industry-specific document archiving<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">The commercial and tax regulations governing archiving are essentially the same for all companies and industries; however, when archiving, you must also take into account legal requirements from other areas of law, such as labor law, social security law, or product liability law, which results in industry-specific variations and requirements. It is not possible to provide a complete overview of the industry-specific rules for all sectors here, so we will explain the extended retention requirements mentioned using an example.<\/p>\n\n\n\n<h4 id=\"h-archiving-a-patient-record\" class=\"wp-block-heading\">Archiving a patient record<\/h4>\n\n\n\n<p class=\"wp-block-paragraph\">One example from the field of medicine is the patient record. Different retention periods apply here. Section 630f of the German Civil Code (BGB) stipulates a retention period of 10 years, unless another retention period applies. In the case of radiation therapy, however, the data and records must be retained for 30 years, as specified in Section 127 (Retention, Disclosure, and Transmission of Records, X-ray Images, Digital Image Data, and Other Examination Data) of the Radiation Protection Ordinance.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">These two examples represent only a small part of the medical record retention requirements. For more information, please see <a href=\"https:\/\/www.dkgev.de\/fileadmin\/Mediapool\/Bilder_fuer_Newsletter\/Dokumente\/DKG-Leitfaden_Aufbewahrungspflichten_-fristen_von_Dokumenten_im_KH_Reinfassung_Anlage1.pdf\" data-type=\"link\" data-id=\"https:\/\/www.dkgev.de\/fileadmin\/Mediapool\/Bilder_fuer_Newsletter\/Dokumente\/DKG-Leitfaden_Aufbewahrungspflichten_-fristen_von_Dokumenten_im_KH_Reinfassung_Anlage1.pdf\" target=\"_blank\" rel=\"noreferrer noopener\">here (German only)<\/a>.<\/p>\n\n\n\n<figure class=\"wp-block-image aligncenter size-large\"><img decoding=\"async\" width=\"1024\" height=\"546\" src=\"https:\/\/www.optimal-systems.de\/wp-content\/uploads\/2023\/10\/archiv-storage-in-einem-dunklen-raum.jpg-1024x546.webp\" alt=\"3D rendering of a data center with numerous servers used for archiving purposes.\" class=\"wp-image-369132\" srcset=\"https:\/\/www.optimal-systems.de\/wp-content\/uploads\/2023\/10\/archiv-storage-in-einem-dunklen-raum.jpg-1024x546.webp 1024w, https:\/\/www.optimal-systems.de\/wp-content\/uploads\/2023\/10\/archiv-storage-in-einem-dunklen-raum.jpg-300x160.webp 300w, https:\/\/www.optimal-systems.de\/wp-content\/uploads\/2023\/10\/archiv-storage-in-einem-dunklen-raum.jpg-768x410.webp 768w, https:\/\/www.optimal-systems.de\/wp-content\/uploads\/2023\/10\/archiv-storage-in-einem-dunklen-raum.jpg-1536x819.webp 1536w, https:\/\/www.optimal-systems.de\/wp-content\/uploads\/2023\/10\/archiv-storage-in-einem-dunklen-raum.jpg.webp 1920w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p class=\"has-text-align-center wp-block-paragraph\" style=\"font-size:15px\"><em>On the hardware side, archiving is implemented using storage systems that a company can operate on-premises or through a cloud service provider.<\/em><\/p>\n\n\n\n<h3 id=\"h-country-specific-differences-in-the-d-a-ch-region\" class=\"wp-block-heading\">Country-specific differences in the D-A-CH region<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">In Germany, Austria, and Switzerland, different retention periods apply to documents and records. When archiving documents digitally, therefore, be sure to pay close attention to the relevant legal requirements, even if there appears to be significant overlap at first glance.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The biggest difference is the retention period for accounting records. In Germany and Switzerland, you must keep these records for 10 years, and in Austria for 7 years. There are also differences when it comes to employment-related documents, such as work records. You must keep these records for 1 year in Austria, 2 years in Germany, and 5 years in Switzerland.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Caution is therefore advised when adopting a state\u2019s retention periods and archiving requirements, as there are significant differences \u2013 despite many overlaps \u2013 that could result in penalties. Thorough research is essential, as there are sometimes differences between individual states or cantons even within a single country.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The website of the Austrian Federal Economic Chamber provides a good overview of the relevant deadlines in Austria, specifically under <a href=\"https:\/\/www.wko.at\/service\/steuern\/Aufbewahrungspflichten.html\" target=\"_blank\" rel=\"noreferrer noopener\">\u201cRecord-keeping requirements for businesses (German only)<\/a>. \u201d<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">In Switzerland, you can find the key deadlines in the&nbsp;<a href=\"https:\/\/www.fedlex.admin.ch\/eli\/fga\/1999\/1_5173_4776_4480\/de\" target=\"_blank\" rel=\"noreferrer noopener\">Swiss Code of Obligations (Commercial Accounting, German only)<\/a>,&nbsp;and in Germany, the principles governing the proper management and retention of books, records, and documents in electronic form, as well as data access (GoBD),&nbsp;are the primary source.<\/p>\n<\/div>\n<\/div>\n<\/div>\n\n<div  class=\"gs_Gxzaes row_wrap\">\n<div class=\"wp-block-columns row_xl is-layout-flex wp-container-core-columns-is-layout-8f761849 wp-block-columns-is-layout-flex\">\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\">\n<figure class=\"wp-block-image aligncenter size-full\"><img decoding=\"async\" width=\"1054\" height=\"481\" src=\"https:\/\/www.optimal-systems.de\/wp-content\/uploads\/2023\/10\/wie-laeuft-eine-archivierung-mit-ecm-ab.png.webp\" alt=\"Infographic: How does archiving work with ECM?\" class=\"wp-image-369134\" srcset=\"https:\/\/www.optimal-systems.de\/wp-content\/uploads\/2023\/10\/wie-laeuft-eine-archivierung-mit-ecm-ab.png.webp 1054w, https:\/\/www.optimal-systems.de\/wp-content\/uploads\/2023\/10\/wie-laeuft-eine-archivierung-mit-ecm-ab.png-300x137.webp 300w, https:\/\/www.optimal-systems.de\/wp-content\/uploads\/2023\/10\/wie-laeuft-eine-archivierung-mit-ecm-ab.png-1024x467.webp 1024w, https:\/\/www.optimal-systems.de\/wp-content\/uploads\/2023\/10\/wie-laeuft-eine-archivierung-mit-ecm-ab.png-768x350.webp 768w\" sizes=\"(max-width: 1054px) 100vw, 1054px\" \/><\/figure>\n<\/div>\n<\/div>\n<\/div>\n\n\n<div id=\"archiving-with-ecm\" class=\"anchor\"><\/div>\n\n\n<div  class=\"gs_2QQYI0 row_wrap\">\n<div class=\"wp-block-columns row_xl is-layout-flex wp-container-core-columns-is-layout-8f761849 wp-block-columns-is-layout-flex\">\n<div class=\"wp-block-column col-12 col-sm-auto is-layout-flow wp-block-column-is-layout-flow\">\n<h2 id=\"h-how-digital-archiving-works-in-an-enterprise-content-management-system\" class=\"wp-block-heading\">How digital archiving works in an enterprise content management system<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Without specialized software, it is difficult to comply with legal archiving requirements. The method of archiving (audit-proof), the minimum retention period, and data protection (GDPR) form the framework. With the right software, you can keep track of everything. When you integrate an ECM system into your business, you get more than just a simple archive: You can centrally manage information and communication within your company, thereby streamlining your internal processes.<\/p>\n\n\n\n<h3 id=\"h-audit-proof-archiving-with-an-ecm\" class=\"wp-block-heading\">Audit-proof archiving with an ECM<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">If you want to digitally archive your documents and use a platform for internal and external data exchange, you should consider an enterprise content management system.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">An&nbsp;ECM&nbsp;consolidates your information into a single system. It encompasses the management, storage, archiving, and delivery of all types of content. The enterprise content management system helps you manage your business effectively and promotes information exchange, communication, and collaboration \u2013 both internally and externally. This gives you a comprehensive overview of your data and processes. You can also use automated workflows to streamline your processes. A <a href=\"https:\/\/www.optimal-systems.de\/en\/digitalization\/blog\/what-is-ecm-optimal-systems-explains\" data-type=\"link\" data-id=\"https:\/\/www.optimal-systems.de\/en\/what-is-ecm-optimal-systems-explains\">professional ECM system<\/a> can be customized to meet your company's needs, meaning you can directly incorporate and implement your internal policies for data storage and management.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The audit-proof archiving, logging, and versioning of files is just one of the many features an ECM solution has to offer.<\/p>\n\n\n\n<figure class=\"wp-block-image aligncenter size-full\"><img decoding=\"async\" width=\"1000\" height=\"541\" src=\"https:\/\/www.optimal-systems.de\/wp-content\/uploads\/2023\/10\/objekthistorie-dms-enaio.png.webp\" alt=\"A screenshot of a computer screen showing a list of archived items.\" class=\"wp-image-369136\" srcset=\"https:\/\/www.optimal-systems.de\/wp-content\/uploads\/2023\/10\/objekthistorie-dms-enaio.png.webp 1000w, https:\/\/www.optimal-systems.de\/wp-content\/uploads\/2023\/10\/objekthistorie-dms-enaio.png-300x162.webp 300w, https:\/\/www.optimal-systems.de\/wp-content\/uploads\/2023\/10\/objekthistorie-dms-enaio.png-768x415.webp 768w\" sizes=\"(max-width: 1000px) 100vw, 1000px\" \/><\/figure>\n\n\n\n<p class=\"has-text-align-center wp-block-paragraph\" style=\"font-size:15px\"><em>\"Audit-proof\" means that an archived document can never be altered without being noticed. The figure shows a change history in the enaio\u00ae ECM solution.<\/em><\/p>\n\n\n\n<h3 id=\"h-example-of-legally-compliant-digital-archiving\" class=\"wp-block-heading\">Example of legally compliant digital archiving<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">If you have an ECM or DMS system in your company, you can digitally archive incoming documents or save them directly in the customer record. You can also link the e-mails (including attachments) to the corresponding electronic client file. This way, all transaction-related information is kept in one place and can be easily found, accessed, and reviewed at any time.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">When documents are stored in the ECM system, a predefined workflow for automatic deletion is triggered, which deletes the documents at the end of the retention period \u2013 in this case, 10 years from the end of the year \u2013 without any action on your part.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The ECM also allows you to define access rights for employees in groups. This ensures that only authorized employees have access to the archived files.<\/p>\n<\/div>\n<\/div>\n<\/div>\n\n\n<div id=\"globus\" class=\"anchor\"><\/div>\n\n\n<div  class=\"gs_zyKvqk row_wrap has-background\"><div id='bg_6adb74a25970a' class='greyd-background bg_full'>\n\t\t\t\t\t\t\t\t<div class='bg_color'><\/div>\n\t\t\t\t\t\t\t\t\n\t\t\t\t\t\t\t\t\n\t\t\t\t\t\t\t\t\n\t\t\t\t\t\t\t<\/div>\n<div class=\"wp-block-columns row_xxl stoerer has-color-12-background-color has-background is-layout-flex wp-container-core-columns-is-layout-8f761849 wp-block-columns-is-layout-flex\">\n<div class=\"wp-block-column col-12 col-sm-auto col-lg-auto is-layout-flow wp-block-column-is-layout-flow\">\n<h2 id=\"h-digital-archiving-in-real-world-application-globus\" class=\"wp-block-heading has-color-62-color has-text-color has-link-color wp-elements-4\">Digital archiving in real-world application \u2013 GLOBUS<\/h2>\n\n\n<div  class=\"row_wrap\">\n<div class=\"wp-block-columns row_xxl is-layout-flex wp-container-core-columns-is-layout-8f761849 wp-block-columns-is-layout-flex\">\n<div class=\"wp-block-column col-12 col-sm-auto col-lg-2 is-layout-flow wp-block-column-is-layout-flow\">\n<figure class=\"wp-block-image alignleft size-large\"><img decoding=\"async\" width=\"450\" height=\"450\" src=\"https:\/\/www.optimal-systems.de\/wp-content\/uploads\/2023\/09\/globus-logo-neg.svg\" alt=\"Globus Logo\" class=\"wp-image-365166\"\/><\/figure>\n<\/div>\n\n\n\n<div class=\"wp-block-column is-vertically-aligned-center col-12 col-sm-auto is-layout-flow wp-block-column-is-layout-flow\">\n<p class=\"has-color-62-color has-text-color has-link-color wp-elements-5 wp-block-paragraph\">Since its founding in 1928, <span class=\"is-button link\" data-type=\"link\" data-params=\"{&quot;url&quot;:&quot;https:\/\/www.globus.de\/&quot;,&quot;opensInNewTab&quot;:true,&quot;external&quot;:true}\">GLOBUS<\/span>&nbsp;has grown to become one of Germany\u2019s leading retail companies. With 18,500 employees, the family-owned company operates 55 supermarkets, 90 home improvement stores, and six electronics stores in Germany, as well as 27 full-range retailers in the Czech Republic and Russia and two home improvement stores in Luxembourg.<\/p>\n<\/div>\n<\/div>\n<\/div>\n\n\n<p class=\"has-color-62-color has-text-color has-link-color wp-elements-6 wp-block-paragraph\">The company's size, extensive product portfolio, and business operations in four countries had outgrown the existing <span class=\"is-button link\" data-type=\"link\" data-params=\"{&quot;url&quot;:&quot;https:\/\/www.optimal-systems.de\/en\/digitalization\/blog\/long-term-archiving-in-the-cloud-more-than-just-compliance&quot;,&quot;id&quot;:&quot;https:\/\/www.optimal-systems.de\/en\/digitalization\/blog\/long-term-archiving-in-the-cloud-more-than-just-compliance&quot;,&quot;title&quot;:&quot;https:\/\/www.optimal-systems.de\/en\/digitalization\/blog\/long-term-archiving-in-the-cloud-more-than-just-compliance&quot;,&quot;type&quot;:&quot;link&quot;}\">digital archiving system<\/span>. To meet the demands of further expansion, a new solution for integrated information management had to be found.<\/p>\n\n\n\n<p class=\"row_xxl has-color-62-color has-text-color has-link-color wp-elements-7 wp-block-paragraph\"><strong>Requirements<\/strong><\/p>\n\n\n<div  class=\"row_wrap\">\n<div class=\"wp-block-columns row_xxl is-layout-flex wp-container-core-columns-is-layout-8f761849 wp-block-columns-is-layout-flex\">\n<div class=\"wp-block-column col-12 col-sm-auto is-layout-flow wp-block-column-is-layout-flow\">\n<p class=\"has-color-62-color has-text-color has-link-color wp-elements-8 wp-block-paragraph\">GLOBUS's goal was to implement a new information platform capable of managing and archiving millions of data records in an audit-proof and legally compliant manner. The solution had to be suitable for international use and support multiple languages. Automating workflows is intended to optimize daily work processes. Access to the archive had to be available to all locations and employees.<\/p>\n\n\n\n<p class=\"has-color-62-color has-text-color has-link-color wp-elements-9 wp-block-paragraph\"><strong>Implementation<\/strong><\/p>\n\n\n\n<p class=\"has-color-62-color has-text-color has-link-color wp-elements-10 wp-block-paragraph\">Using yuuvis\u00ae RAD (Rapid Application Development), GLOBUS carried out a highly extensive data migration: The existing archive, which had reached its limits, was replaced, and GLOBUS, in collaboration with OPTIMAL SYSTEMS, decided to migrate the data in phases. While the first branches were already using&nbsp;<span class=\"is-button link\" data-type=\"link\" data-params=\"{&quot;url&quot;:&quot;https:\/\/www.optimal-systems.de\/en\/products\/yuuvis-rad\/archiving-solutions&quot;,&quot;id&quot;:&quot;https:\/\/www.optimal-systems.de\/en\/products\/yuuvis-rad\/archiving-solutions&quot;,&quot;title&quot;:&quot;https:\/\/www.optimal-systems.de\/en\/products\/yuuvis-rad\/archiving-solutions&quot;,&quot;type&quot;:&quot;link&quot;}\">yuuvis\u00ae RAD<\/span>, the existing archive continued to operate in parallel until, after just six months, yuuvis\u00ae RAD was fully implemented across the entire group. Result: Using a full-text search, 200 million documents can be found in less than 3 seconds from any location.<\/p>\n<\/div>\n\n\n\n<div class=\"wp-block-column col-12 col-sm-auto is-layout-flow wp-block-column-is-layout-flow\">\n<p class=\"has-color-62-color has-text-color has-link-color wp-elements-11 wp-block-paragraph\">Digital archiving should meet the following requirements:<\/p>\n\n\n\n<ul class=\"wp-block-list has-color-62-color has-text-color has-link-color wp-elements-12\">\n<li>Unlimited scalability, which allows for further expansion of the company<\/li>\n\n\n\n<li>Integration of a contract management solution<\/li>\n\n\n\n<li>Web-based access for all employees<\/li>\n\n\n\n<li>Centralized administration<\/li>\n<\/ul>\n\n\n\n<p class=\"has-color-62-color has-text-color has-link-color wp-elements-13 wp-block-paragraph\"><strong>An overview of the benefits of yuuvis\u00ae RAD for GLOBUS:<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list has-color-62-color has-text-color has-link-color wp-elements-14\">\n<li>A&nbsp;<strong>future-proof<\/strong>&nbsp;electronic information platform<\/li>\n\n\n\n<li>Access via a&nbsp;<strong>web client<\/strong><\/li>\n\n\n\n<li>Software does not have to be&nbsp;<strong>installed on a decentralized basis<\/strong><\/li>\n\n\n\n<li><strong>Quick full-text search<\/strong>&nbsp;across the entire archive<\/li>\n<\/ul>\n<\/div>\n<\/div>\n<\/div><\/div>\n<\/div>\n<\/div>\n\n\n\n\n<div id=\"archive-migration\" class=\"anchor\"><\/div>\n\n\n<div  class=\"gs_IRYSQH row_wrap\">\n<div class=\"wp-block-columns row_xl is-layout-flex wp-container-core-columns-is-layout-8f761849 wp-block-columns-is-layout-flex\">\n<div class=\"wp-block-column col-12 col-sm-auto is-layout-flow wp-block-column-is-layout-flow\">\n<h2 id=\"h-how-archive-migration-works-moving-to-a-new-system\" class=\"wp-block-heading gs_KrUyOm\">How archive migration works \u2013 moving to a new system<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Many companies have been using a digital archiving system for years. However, the operational and regulatory demands placed on the system increase every year, and there comes a point when the existing solution reaches its limits.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">There are various reasons why you might be looking for a new solution, such as:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Lack of (sufficient) scalability<\/li>\n\n\n\n<li>High maintenance costs due to outdated contracts or the limited use of a complex system (you pay for the full range of features even though you only need a fraction of them)<\/li>\n\n\n\n<li>End-of-life (EOL) for the current software, meaning no further maintenance or updates<\/li>\n\n\n\n<li>A corporate merger requires the integration of systems<\/li>\n\n\n\n<li>Lack of compatibility with newer software used by the company<\/li>\n\n\n\n<li>Outdated technology and storage media jeopardize compliance with legal retention periods and security standards<\/li>\n\n\n\n<li>Failure to comply with current legal requirements<\/li>\n\n\n\n<li>The current software has technical limitations and lacks the necessary system integrations required for optimization<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">Before you&nbsp;<a href=\"https:\/\/www.optimal-systems.de\/en\/products\/yuuvis-momentum\/archive-migration\">migrate your archive<\/a>&nbsp;to a modern archive system, you should answer the following key questions:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>What data should be archived?<\/li>\n\n\n\n<li>Are connections or integrations with other systems required?<\/li>\n\n\n\n<li>How would you like to store your data (on-premises, in the cloud, or in a hybrid environment)?<\/li>\n<\/ul>\n\n\n\n<div id=\"on-premises-cloud\" class=\"anchor\"><\/div>\n\n\n\n<h2 id=\"h-on-premises-cloud-or-hybrid-solution-for-your-archiving-needs\" class=\"wp-block-heading gs_nGHL8l\">On-premises, cloud, or hybrid solution for your archiving needs?<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">At first glance, the difference between on-premises and cloud solutions in the context of digital archiving is straightforward for businesses. With on-premises solutions, you use and store your data locally, whereas with cloud solutions, you store your data on the cloud provider\u2019s server (or servers) and access it via a web browser. Hybrid solutions are hybrid models in which your data and applications are stored partly on-premises (such as in a traditional data center) and partly in the cloud. As a company, you decide which areas are located where.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">More specifically, cloud solutions can be classified based on how cloud providers and companies divide responsibility for operation and maintenance (IaaS, PaaS, SaaS) and whether a cloud stores data exclusively&nbsp;<strong>for a single company<\/strong>&nbsp;or is accessible to&nbsp;<strong>many customers<\/strong>&nbsp;(public or private cloud). There are various models available here, some of which can be combined. In principle, this allows for the implementation of various data protection and archiving requirements.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">With a hybrid solution, for example, sensitive data can be stored on-premises and the rest in the cloud. Role and access rights can be adjusted accordingly. Cloud doesn't necessarily mean a data center, and cloud-native technology can also be operated on-premises. There are many different options available, and every business owner should find the solution that works best for them. An important step in this process is developing an archiving strategy that addresses your specific needs.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">For modern archiving,&nbsp;switching to the <a href=\"https:\/\/www.optimal-systems.de\/en\/digitalization\/topics\/cloud-migration-a-successful-move-to-the-cloud\" data-type=\"link\" data-id=\"https:\/\/www.optimal-systems.de\/en\/digitalization\/topics\/cloud-migration-a-successful-move-to-the-cloud\">cloud&nbsp;<\/a>offers several advantages, such as:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Highly scalable \u2013 no storage limits<\/li>\n\n\n\n<li>Highly available \u2013 always ready for use<\/li>\n\n\n\n<li>No software installation on a PC is required<\/li>\n\n\n\n<li>Simplification of the system landscape \u2013 using only the modules that are actually needed (conserving resources)<\/li>\n\n\n\n<li>Cost savings \u2013 open source components can be used<\/li>\n<\/ul>\n<\/div>\n<\/div>\n<\/div>\n\n\n\n\n<div id=\"faq\" class=\"anchor\"><\/div>\n\n\n<div  class=\"gs_11vAuf row_wrap\">\n<div class=\"wp-block-columns row_xl is-layout-flex wp-container-core-columns-is-layout-8f761849 wp-block-columns-is-layout-flex\">\n<div class=\"wp-block-column col-12 col-sm-auto is-layout-flow wp-block-column-is-layout-flow\">\n<h2 id=\"h-faq-on-digital-archiving\" class=\"wp-block-heading gs_LBM01J\">FAQ on digital archiving<\/h2>\n\n\n\n<h3 id=\"h-what-is-digital-archiving\" class=\"wp-block-heading\">What is digital archiving?<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Digital archiving (electronic archiving) is the systematic, tamper-proof, and long-term storage of documents on a digital medium. This data is often stored on a server or in the cloud.<\/p>\n\n\n\n<h3 id=\"h-what-are-the-main-advantages-of-digital-archiving\" class=\"wp-block-heading\">What are the main advantages of digital archiving?<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>The main advantages of digital archiving are:<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Cost reduction<\/li>\n\n\n\n<li>Quick access to files and documents<\/li>\n\n\n\n<li>Decentralized access to files<\/li>\n\n\n\n<li>Lossless storage \u2013 option for redundant backup<\/li>\n\n\n\n<li>Preservation of digital information that cannot be preserved in analog form (e.g., 3D models)<\/li>\n\n\n\n<li>Supports archiving of many file formats<\/li>\n<\/ul>\n\n\n\n<h3 id=\"h-how-does-digital-archiving-work\" class=\"wp-block-heading gs_x5NyHy\">How does digital archiving work?<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Digital archiving \u2013 also known as electronic archiving \u2013 stores your data in a system designed for that purpose. Archiving software (ECM or DMS) helps you automate processes using customizable workflows. The software stores your digital data (including scanned documents) in an audit-proof manner.<\/p>\n\n\n\n<h3 id=\"h-how-do-i-archive-electronic-invoices\" class=\"wp-block-heading\">How do I archive electronic invoices?<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Due to legal requirements regarding the archiving of documents in businesses and government agencies, invoices must be archived in an audit-proof manner. Electronic (digital) invoices can be printed out and filed in an archive or stored using specialized archiving software that ensures compliance with legal requirements. Most enterprise content management systems or document management systems offer audit-proof archiving of invoices and documents.<\/p>\n\n\n\n<h3 id=\"h-how-long-do-i-need-to-keep-my-receipts\" class=\"wp-block-heading\">How long do I need to keep my receipts?<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">In Germany, the retention period for receipts and accounting records in businesses is 10 years (6 years for business correspondence). The retention period begins at the end of the respective calendar year. The German Commercial Code sets forth detailed provisions regarding all time limits in Section 257 Retention of Documents.<\/p>\n\n\n\n<h3 id=\"h-what-does-audit-proof-mean\" class=\"wp-block-heading\">What does \"audit-proof\" mean?<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">In the context of archiving, the term \"audit-proof\" refers to the proper, legally compliant, and timely archiving of business transactions and documents within a company. Legal regulations governing archiving, as well as internal company compliance policies, define the framework. The immutability of documents and files, as well as the traceability of archiving processes, are also essential components of audit-proof archiving.<\/p>\n\n\n<div class=\"shariff shariff-align-left shariff-widget-align-left\"><ul class=\"shariff-buttons theme-default wcag_colors orientation-horizontal buttonsize-medium\"><li class=\"shariff-button twitter shariff-nocustomcolor\" style=\"background-color:#000\"><a href=\"https:\/\/twitter.com\/share?url=https%3A%2F%2Fwww.optimal-systems.de%2Fen%2Fdigitalization%2Ftopics%2Farchiving&text=Archiving\" title=\"Share on X\" aria-label=\"Share on X\" role=\"button\" rel=\"noopener nofollow\" class=\"shariff-link\" style=\"; background-color:#595959; color:#fff\" target=\"_blank\"><span class=\"shariff-icon\" style=\"\"><svg width=\"32px\" height=\"20px\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" viewBox=\"0 0 24 24\"><path fill=\"#000\" d=\"M14.258 10.152L23.176 0h-2.113l-7.747 8.813L7.133 0H0l9.352 13.328L0 23.973h2.113l8.176-9.309 6.531 9.309h7.133zm-2.895 3.293l-.949-1.328L2.875 1.56h3.246l6.086 8.523.945 1.328 7.91 11.078h-3.246zm0 0\"\/><\/svg><\/span><span class=\"shariff-text\">share<\/span>&nbsp;<\/a><\/li><li class=\"shariff-button linkedin shariff-nocustomcolor\" style=\"background-color:#000\"><a href=\"https:\/\/www.linkedin.com\/sharing\/share-offsite\/?url=https%3A%2F%2Fwww.optimal-systems.de%2Fen%2Fdigitalization%2Ftopics%2Farchiving\" title=\"Share on LinkedIn\" aria-label=\"Share on LinkedIn\" role=\"button\" rel=\"noopener nofollow\" class=\"shariff-link\" style=\"; background-color:#005B8A; color:#fff\" target=\"_blank\"><span class=\"shariff-icon\" style=\"\"><svg width=\"32px\" height=\"20px\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" viewBox=\"0 0 27 32\"><path fill=\"#0077b5\" d=\"M6.2 11.2v17.7h-5.9v-17.7h5.9zM6.6 5.7q0 1.3-0.9 2.2t-2.4 0.9h0q-1.5 0-2.4-0.9t-0.9-2.2 0.9-2.2 2.4-0.9 2.4 0.9 0.9 2.2zM27.4 18.7v10.1h-5.9v-9.5q0-1.9-0.7-2.9t-2.3-1.1q-1.1 0-1.9 0.6t-1.2 1.5q-0.2 0.5-0.2 1.4v9.9h-5.9q0-7.1 0-11.6t0-5.3l0-0.9h5.9v2.6h0q0.4-0.6 0.7-1t1-0.9 1.6-0.8 2-0.3q3 0 4.9 2t1.9 6z\"\/><\/svg><\/span><span class=\"shariff-text\">share<\/span>&nbsp;<\/a><\/li><li class=\"shariff-button facebook shariff-nocustomcolor\" style=\"background-color:#000\"><a href=\"https:\/\/www.facebook.com\/sharer\/sharer.php?u=https%3A%2F%2Fwww.optimal-systems.de%2Fen%2Fdigitalization%2Ftopics%2Farchiving\" title=\"Share on Facebook\" aria-label=\"Share on Facebook\" role=\"button\" rel=\"nofollow\" class=\"shariff-link\" style=\"; background-color:#38548F; color:#fff\" target=\"_blank\"><span class=\"shariff-icon\" style=\"\"><svg width=\"32px\" height=\"20px\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" viewBox=\"0 0 18 32\"><path fill=\"#3b5998\" d=\"M17.1 0.2v4.7h-2.8q-1.5 0-2.1 0.6t-0.5 1.9v3.4h5.2l-0.7 5.3h-4.5v13.6h-5.5v-13.6h-4.5v-5.3h4.5v-3.9q0-3.3 1.9-5.2t5-1.8q2.6 0 4.1 0.2z\"\/><\/svg><\/span><span class=\"shariff-text\">share<\/span>&nbsp;<\/a><\/li><li class=\"shariff-button mailto shariff-nocustomcolor\" style=\"background-color:#000\"><a href=\"mailto:?body=https%3A%2F%2Fwww.optimal-systems.de%2Fen%2Fdigitalization%2Ftopics%2Farchiving&subject=Archiving\" title=\"Send by email\" aria-label=\"Send by email\" role=\"button\" rel=\"noopener nofollow\" class=\"shariff-link\" style=\"; background-color:#595959; color:#fff\"><span class=\"shariff-icon\" style=\"\"><svg width=\"32px\" height=\"20px\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" viewBox=\"0 0 32 32\"><path fill=\"#999\" d=\"M32 12.7v14.2q0 1.2-0.8 2t-2 0.9h-26.3q-1.2 0-2-0.9t-0.8-2v-14.2q0.8 0.9 1.8 1.6 6.5 4.4 8.9 6.1 1 0.8 1.6 1.2t1.7 0.9 2 0.4h0.1q0.9 0 2-0.4t1.7-0.9 1.6-1.2q3-2.2 8.9-6.1 1-0.7 1.8-1.6zM32 7.4q0 1.4-0.9 2.7t-2.2 2.2q-6.7 4.7-8.4 5.8-0.2 0.1-0.7 0.5t-1 0.7-0.9 0.6-1.1 0.5-0.9 0.2h-0.1q-0.4 0-0.9-0.2t-1.1-0.5-0.9-0.6-1-0.7-0.7-0.5q-1.6-1.1-4.7-3.2t-3.6-2.6q-1.1-0.7-2.1-2t-1-2.5q0-1.4 0.7-2.3t2.1-0.9h26.3q1.2 0 2 0.8t0.9 2z\"\/><\/svg><\/span><span class=\"shariff-text\">email<\/span>&nbsp;<\/a><\/li><\/ul><\/div>\n<\/div>\n<\/div>\n<\/div>\n\n\n<script type=\"application\/ld+json\">{\"@context\":\"https:\/\/schema.org\",\"@type\":\"FAQPage\",\"mainEntity\":[{\"@type\":\"Question\",\"name\":\"Was ist eine digitale Archivierung?\",\"acceptedAnswer\":{\"@type\":\"Answer\",\"text\":\"Digitale Archivierung (elektronische Archivierung) ist die systematische, unver\u00e4nderbare und nachhaltige Speicherung von Dokumenten auf einem digitalen Datentr\u00e4ger. Oft werden diese Daten auf einem Server oder in der Cloud gespeichert.\"}},{\"@type\":\"Question\",\"name\":\"Was sind die wich\u00adtigs\u00adten Vorteile einer digitalen Archi\u00advie\u00adrung?\",\"acceptedAnswer\":{\"@type\":\"Answer\",\"text\":\"Die wichtigsten Vorteile einer digitalen Archivierung sind:  Kostenreduktion Schnelle Auffindbarkeit von Dateien und Dokumenten Dezentraler Zugriff auf Dateien Verlustfreie Aufbewahrung \u2013 M\u00f6glichkeit zur redundanten Sicherung Bewahrung digitaler Information, die nicht analog in dieser Form gesichert werden kann (Beispiel: 3D-Modelle) Archivierung vieler Dateiformate m\u00f6glich\"}},{\"@type\":\"Question\",\"name\":\"Wie funktioniert digi\u00adtale Archivierung?\",\"acceptedAnswer\":{\"@type\":\"Answer\",\"text\":\"Digitale Archivierung \u2013 auch elektronische Archivierung genannt \u2013 speichert Ihre Daten in einem daf\u00fcr vorgesehenen System. Eine Archivierungssoftware (ECM oder DMS) hilft Ihnen bei der automatisierten Verarbeitung mittels einstellbarer Workflows. Die Software speichert Ihre digitalen Daten (auch eingescannte Dokumente) revisionssicher ab.\"}},{\"@type\":\"Question\",\"name\":\"Wie archiviere ich elek\u00adtronische Rech\u00adnun\u00adgen?\",\"acceptedAnswer\":{\"@type\":\"Answer\",\"text\":\"Aufgrund gesetzlicher Bestimmungen zur Archivierung von Dokumenten m\u00fcssen Rechnungen revisionssicher archiviert werden. Elektronische (digitale) Rechnungen k\u00f6nnen ausgedruckt und im Archiv abgelegt oder mittels einer speziellen Archivierungssoftware, in der die Einhaltung gesetzlicher Rahmenbedingungen m\u00f6glich ist, gespeichert werden. Die meisten Enterprise Content Management-Systeme oder Dokumentenmanagementsysteme bieten eine revisionssichere Archivierung von Rechnungen und Dokumenten an.\"}},{\"@type\":\"Question\",\"name\":\"Wie lange muss ich Belege aufbewahren?\",\"acceptedAnswer\":{\"@type\":\"Answer\",\"text\":\"Die Aufbewahrungspflicht f\u00fcr Belege und Buchungsunterlagen in Unternehmen betr\u00e4gt in Deutschland 10 Jahre (6 Jahre f\u00fcr Handelsbriefe). Die Aufbewahrungsfrist beginnt mit Ende des jeweiligen Kalenderjahres. Im Handelsgesetzbuch sind alle Fristen unter \u00a7257 Aufbewahrung von Unterlagen detailliert geregelt.\"}},{\"@type\":\"Question\",\"name\":\"Was bedeutet Revi\u00adsi\u00adons\u00adsicherheit?\",\"acceptedAnswer\":{\"@type\":\"Answer\",\"text\":\"Revisionssicherheit bedeutet in Bezug auf die Archivierung die ordnungsgem\u00e4\u00dfe, gesetzeskonforme und fristgerechte Archivierung von Gesch\u00e4ftsvorf\u00e4llen und Dokumenten in einem Unternehmen. Gesetzliche Regelungen f\u00fcr die Archivierung, wie auch unternehmensinterne Compliance-Regelungen, definieren die Rahmenbedingungen. Unver\u00e4nderbarkeit von Dokumenten und Dateien sowie die Nachvollziehbarkeit der Archivierungsprozesse sind ebenfalls wesentliche Bestandteile einer revisionssicheren Archivierung.\"}}]} <\/script><!--Erstellt mit freundlicher Hilfe von><a href=\"https:\/\/netgrade.de\">netgrade<\/a -->\n\n\n\n<div id=\"contact\" class=\"anchor\"><\/div>\n\n\n<div  class=\"gs_D7azJh row_wrap\">\n<div class=\"wp-block-columns row_l last-block is-layout-flex wp-container-core-columns-is-layout-8f761849 wp-block-columns-is-layout-flex\">\n<div class=\"wp-block-column col-12 col-sm-auto is-layout-flow wp-block-column-is-layout-flow\">\n<h2 class=\"wp-block-heading has-text-align-center\" id=\"h-would-you-like-to-learn-more-about-archiving-solutions-then-get-in-touch-with-us-today\">Would you like to learn more about archiving solutions?<br>Then get in touch with us today!<\/h2>\n\n\n<p><noscript class=\"ninja-forms-noscript-message\">\n\tNotice: JavaScript is required for this content.<\/noscript>\n<style>\n\n        \/* PLUGIN WIDE STYLES *\/\n    \n        .nf-response-msg {\n                                    margin:4.2rem 0 4.2rem;\n                    }\n    <\/style><div id=\"nf-form-20-cont\" class=\"nf-form-cont\" aria-live=\"polite\" aria-labelledby=\"nf-form-title-20\" aria-describedby=\"nf-form-errors-20\" role=\"form\">\n\n    <div class=\"nf-loading-spinner\"><\/div>\n\n<\/div>\n        <!-- That data is being printed as a workaround to page builders reordering the order of the scripts loaded-->\n        <script>var formDisplay=1;var nfForms=nfForms||[];var form=[];form.id='20';form.settings={\"ninjaForms\":\"Ninja Forms\",\"changeEmailErrorMsg\":\"Please enter a valid e-mail address!\",\"changeDateErrorMsg\":\"Please enter a valid date!\",\"confirmFieldErrorMsg\":\"These fields must match!\",\"fieldNumberNumMinError\":\"Number Min Error\",\"fieldNumberNumMaxError\":\"Number Max Error\",\"fieldNumberIncrementBy\":\"Please increment by \",\"fieldTextareaRTEInsertLink\":\"Insert Link\",\"fieldTextareaRTEInsertMedia\":\"Insert Media\",\"fieldTextareaRTESelectAFile\":\"Select a file\",\"fieldsTermsAdd\":\"Add New\",\"fieldsTermsNewName\":\"New term name\",\"tableInsertRowAbove\":\"Insert Row Above\",\"tableInsertRowBelow\":\"Insert Row Below\",\"tableInsertColumnLeft\":\"Insert Column Left\",\"tableInsertColumnRight\":\"Insert Column Right\",\"tableDeleteRow\":\"Delete Row\",\"tableDeleteColumn\":\"Delete Column\",\"tableDeleteTable\":\"Delete Table\",\"tableLegacyNotice\":\"This content has tables in the old editor format. 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