Archiving

Archiving in accordance with auditing requirements is an important part of compliance. Because of this it is among the key aspects of enterprise content management with HyperDoc®. This functionality is essential for the future viability of a document management system and the security of your investment.

Compliance - statutory requirements for archiving

Organizations which generate or receive electronic data have fundamental compliance requirements for data security, data availability and data privacy which are set in EU directives and domestic laws.

This includes, for example, the German regulations for data access and auditing of digital documents (GDPdU), in force since January 1, 2002, which requires archiving for companies who send or receive documentation relevant to taxes. Additional regulations are defined in the German principles for orderly system-based accounting (GoBS).

According to these regulations, tax relevant documents must be archived electronically and kept for a period of ten years in accordance with auditing requirements and secure against tampering. In the event of a tax audit, it must be possible to copy the data to a data medium and provide it to the auditor for evaluation with the system of the tax authorities.

Archiving with HyperDoc®

With the use of HyperDoc® you are able to archive a high proportion of your documents according to compliance requirements. All relevant documents can be stored in the electronic archive with a high degree of security against manipulation according to auditing standards. This applies for paper documents, MS Office files, fax or e-mail transmissions and documents generated in ERP or other special applications.

The inalterability of the stored documents and protection against misuse are ensured by the use of encryption technologies, including an electronic signature. The authentication procedures can include a chip card system or even query biometric characteristics.

The capture, retrieval and workflow scenarios can be fully adapted to the requirements of your departments. The data can be archived with various storage solutions, such as hard drives, optical media, RAID systems or tape libraries.