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.
Your questions – our answers
Document archiving is primarily intended for all types of incoming and outgoing business documents (offers, delivery notes, invoices). In principle, however, any document type can be defined
Yes. In the course of the import, an optional scan is carried out via OCR software to make the document searchable.
Yes, that is possible. Using the so-called search fields, certain information points, such as customer or order number, can be extracted from the document and stored separately in the corresponding data record. Based on these search fields, links can be made to other data sets.
You can define a template for a clearly defined document type (e.g. incoming invoice of a specific company). There you can determine where the relevant information (invoice number, order number, company number, etc.) can be found. If this information is detected during import, the document type can be automatically assigned and the information can be read.
You can define one or more confirmers for each document type (user, department) who confirm the document during the import. However, the confirmation is only informal in nature and has no influence on the release of the document. If a real approval process is required, the general approval mechanism of MD-Premium can be integrated. However, this requires an individual adaptation of the system.
The digital signature is carried out exclusively via the web client. Ideally, this should be done with a device that supports the use of a pen (for signature fidelity), but in principle, the signature can be made on any web-enabled device.
The possibility exists if the underlying report on which the document to be signed is based was created with Xtra Reports. Older reports that were designed with Crystal Reports do not offer this function.
By default, documents are stored directly in the database, so direct manipulation of the file is extremely difficult because it requires access to the database. Documents that have been released and archived once can only be released for editing with administrator rights. These mechanisms already protect archived documents very well against manipulation. <br/><br/> If real audit-proof is desired, which also holds up in court, archiving can be coupled with audit-proof S3 storage. The files are then swapped to this memory and stored immutably, provided that the S3 memory is configured as WORM (Write Once, Read Many).
Yes, both document archiving and the standard document mechanism can optionally be coupled with S3 storage. This has three major advantages: <ul class="md-body-base"> <li> They relieve the database load and reduce the database size, which is particularly noticeable for larger companies with a high volume of documents.</li> <li> Documents can be stored in an audit-proof manner, which also ensures compliance with legal guidelines.</li> <li> You can use S3 storage in conjunction with a CDN to make documents stored in MD-Premium available to your customers worldwide without compromising the database.</li> </ul>
A special QR code can be attached to the end of a document. If a batch of such documents is scanned and imported into MD-Premium, the system can use these codes to recognize where one document ends and the next begins, thus automatically separating the files.
Yes, you have the option to limit the visibility of certain document types to selected users
There are no restrictions on document retention periods. Provided you have enough storage space and a robust failsafe strategy to compensate for any hardware failures, your data can be retained indefinitely.
Yes, when using an audit-proof S3 memory, the requirements of the GoBD according to immutability are met.
MD-Premium does not support automatic deletion of documents after a set deadline has expired. If desired, such a function can be provided on an individual basis.
PDF formats are supported, as well as a number of image formats (GIF, PNG, JPEG, SVG) and XML files
The system itself does not impose any limitations. The limits set by the hardware and software systems used (available disk space, max. database size...) apply. Especially when using S3 memory, there is no memory limit that could realistically be reached.
After documents are stored directly in the database, they are protected against system failure if a suitable (and highly recommended) failsave/backup strategy is in place for the database. S3 storage is by definition protected against failure.
Yes. For each order code (ACO), you can specify whether the resulting documents are to be stored in Document Archiving.
In principle, each module of MD-Premium can be operated on its own.