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Overview
Portfolio Overview
An overview of our solutions

Archiving & Content Management Services
Digital documents support workflows

Many companies still archive their documents in file cabinet folders. This approach means spending a lot of time looking for files without even meeting the requirements on tamper-proof archiving. It also prevents end-to-end workflows.
Overview
Document and archiving management is currently characterized by three basic trends: cloud computing, the demand for workflow elements and stricter legal compliance requirements. In Germany alone there are some 180 laws and provisions regarding archiving, data privacy and accounting practices.

End-to-end digital business processes

The demand for end-to-end digital business processes is particularly on the rise. These processes are the only way to reduce administrative effort by making everything, from documents to entire project files, available at every desk. The latest document and archiving solutions automatically send digital documents to those employees who need them and initiate processing flows, e.g., by requesting approvals. 

Document management from the cloud

T-Systems offers document and archiving solutions that meet all business and legal requirements. These services also include document management from the cloud, which guarantees that all documents are archived in standardized form throughout your company. The solution also graphically depicts the entire life cycle of each file. T-Systems already archives and manages several billion documents at its own certified, high security data centers with Managed Services.

How can my company benefit from Archiving & Content Management Services from T-Systems?

Business growth

  • Modular document management services can significantly boost efficiency and cut costs.
  • Additional services such as archiving support you in managing the increase in data volumes.
  • Clear benefits regarding faster processing of documents, security, compliance with statutory retention periods, cost savings, and scalability.
  • The rapid growth in unstructured content makes solutions for long-term storage, accessibility and usage a must for businesses.
    Element "Costs" ergänzen
  • Automation and digitizing routine tasks such as archiving and processing incoming and outgoing mail accelerates processes and saves paper at the same time.

Costs

  • The top 50 users of T-Systems’ document services have slashed paper consumption by a total of around 200 metric tons per year after switching from letters to emails
  • Presorted bulk mail cuts postage cost for mass mailings
  • Services delivered in line with actual requirements – and you only pay for what you use

Technology

  • Interfaces to customer applications such as financial accounting systems, data warehousing, CRM
  • Transfer of data from ERP systems
  • Integration of Microsoft Office applications
  • Interfaces for archiving correspondence received via the De-Mail system
  • Customers, suppliers and dealers can be integrated via MPLS or Internet VPN, in the form of a secure private-cloud service including customer-specific archives
  • Automated transfer of mass data
  • Secure, central online mailbox for the exchange of electronic documents, including full-text and meta-data search functions
  • Single sign-on (SSO) via the Internet: Customers log on to an online portal and can then use this authentication to access other applications such as the mailbox. What’s more, the portal can be integrated into the customer’s extranet
  • Certified electronic signature, encrypted data transmission
  • OCR (optical character recognition) and ICR (intelligent character recognition)

Operations

  • T-Systems operates all applications, databases and the corresponding platform. Because we are vendor-independent, we can integrate your preferred applications for business processes such as financial accounting (e.g. Amdocs), enterprise resource planning (e.g. SAP), data warehousing (e.g. Cognos), or customer relationship management (e.g. Siebel or SAP). Plus, the system can be linked up to customer service hotlines – and we can integrate customers, partners, and suppliers, too
  • Certainty that data can be retrieved and read throughout the entire archiving period
  • Digital output center located close to distribution center, for rapid printing (inkjet and laser) and delivery of documents
  • Digital full color printing available on request
  • End-to-end service package for over 100 national and international customers

Solutions

  • Electronic document services, printing and delivery of documents via all channels – including De-Mail, a German non-repudiable and legally binding email service
  • Audit-proof archiving of documents from email, SAP, and other applications such as De-Mail
  • Digitization of all incoming documents and distribution to archives, enterprise applications and employees
  • Meets all legal requirements (Euro-SOX, Solvency II, Basel II, MiFID, product liability legislation, German insurance industry legislation (VVGneu), etc.)
  • Supports compliance with statutory retention periods, including section 257 of the German Commercial Code (HGB), which specifies that business documents must be stored for periods between 6 and 10 years, in some cases longer
  • Prompt deletion of data when retention periods have elapsed, or when documentation is no longer required

References

Related solutions

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