Despite all attempts to banish paper from modern business life, the paperless office remains a pipe dream that has only been partially realized. As a result, companies still have to deal with printed documents and the challenges that paper documents bring with them: massive space requirements and the difficulty of searching for specific information.
MD-Premium's document archiving provides you with powerful tools to not only manage the flood of paper, but also to turn the weaknesses of a paper document into a strength. Document archiving stores digitized documents, making them searchable and browsable. It also creates a clear context with other business data, such as orders, customer, or personnel master data, so that documents always appear where they belong.
Powerful archiving
Thanks to freely definable document categories, you can store any type of document in the archive. Thanks to integrated OCR text recognition, documents that do not contain digital text information are read during import. This means that even scanned documents or images can be made searchable.
Key information, such as customer numbers, order numbers, etc., is used by the archiving system to link a document to other data records in MD-Premium and thus assign it correctly. These can be orders as well as customer, supplier, or personnel master data.
For recurring documents, such as supplier invoices, you can create templates that can be used to recognize and correctly assign the respective document, eliminating a lot of manual work when capturing a document. A built-in comment and quotation function allows the implementation of a dual control principle before a document is finally approved and archived.
Document archiving can also be used for outgoing documents, such as quotes, delivery notes, or invoices created with MD Premium. Without archiving, only the current version of the document is stored in the ERP module. Archiving saves all versions of the document, giving you access to its entire history.
Digital signatur
Some documents explicitly require the physical signature of an authorized person in order to be sent or further processed. The traditional method of printing out such a document, presenting it to the person for signature, and then scanning the signed document back to the system in is not only very time-consuming and labor-intensive, it also interrupts the workflow in MD-Premium.
Document archiving offers the option of having selected documents signed online. To do this, you need a web browser and, ideally, a mobile device with a touchscreen and stylus. You can either place the signature anywhere on the document or define a dedicated area for it.
The signature is then permanently anchored in the document and sent or archived with the document.
Revisionssichere Speicherung
Documents stored in the archive are usually business-related and subject to regulatory requirements regarding retention periods and tamper-proofing.
Archived documents are stored in accordance with the highest security standards. This means that an archived document can only be deleted with special permissions, which largely prevents accidental deletion of a file.
If data security requirements are even higher, you can combine document archiving with audit-proof S3 storage. Documents are then physically transferred to cloud storage which, if configured as WORM (Write Once, Read Many) storage, prevents subsequent manipulation or deletion of files with absolute certainty.
Other Features
Duplicate recognition
Duplicate recognition
Document archiving can be configured to recognize imported documents that have already been archived and mark them accordingly to avoid duplicate archiving.
Access management
Access management
Precise assignment ofpermissions to users or departments forspecific documents
Automatic split of Documents
Automatic split of Documents
By placing special QR codes, large quantities of documents can be scanned in one go. During import, the archiving system then automatically separates this collective document into corresponding sub-documents using the QR codes.
Workflows
Workflows
Workflows are freely definable work processes in MD-Premium. Archiving is delivered with pre-integrated workflows to check incoming invoices, assign items to corresponding accounts, and transfer them to accounting
Duplicate recognition
Duplicate recognition
Document archiving can be configured to recognize imported documents that have already been archived and mark them accordingly to avoid duplicate archiving.
Access management
Access management
Precise assignment ofpermissions to users or departments forspecific documents
Automatic split of Documents
Automatic split of Documents
By placing special QR codes, large quantities of documents can be scanned in one go. During import, the archiving system then automatically separates this collective document into corresponding sub-documents using the QR codes.
Workflows
Workflows
Workflows are freely definable work processes in MD-Premium. Archiving is delivered with pre-integrated workflows to check incoming invoices, assign items to corresponding accounts, and transfer them to accounting
The product matrix shows all MD Premium features and which module must be licensed in order to use the relevant functionality.