Unified Archiving Services from the cloud is an archiving service on the basis of the Enterprise Content Management system ImageMaster. The solution is compliant with the principles for the proper management and storage of books, records, and documents in electronic form, as well as for data access by the German Federal Ministry of Finance (BMF).
The principles for the proper management of books, records, and documents in electronic form as well as data access (GoBD) have been legally binding since the beginning of 2017. They obligate companies to archive electronic bookkeeping documents extremely carefully. Accordingly, they must correctly secure documents relevant to tax law in their entirety and in a way that they can no longer be changed.
In order to archive documents in a legally compliant way, it is not enough, however, just to follow compliance rules. An overview can quickly be lost with the volume of documents that occur on a daily basis in companies – especially when employees file them somehow and somewhere on a server. When a tax audit is pending after a few years, it can quickly result in the search for the proverbial needle in the haystack.
Legal- and audit-proof solutions for Enterprise Content Management (ECM) such as ImageMaster from T-Systems help to process and manage documents in a legally compliant way. With the software-as-a-service offer, you can securely store documents in a legally compliant manner and, as needed, present them again. That ImageMaster fulfills audit security has been confirmed by TÜV IT in project-specific audits and by the Voice of Information association (VOI) within the scope of product certification. Anyone who decides on the cloud service solution from a T-Systems data center is guaranteed data security and data protection according to German law.
A German chemical and pharmaceutical company uses ImageMaster to store the emails of its employees in a legally compliant manner. On average, 210,000 emails with a data volume of 57 gigabytes are processed in an hour. That means up to five million emails come together each day and, in the meantime, the total volume runs up to 150 terabytes.
To prepare for the future, companies need four building blocks: connectivity, cloud and IT infrastructure, security, and digitalization. With audit-proof document management in the cloud, they are saving investment costs and can remain relaxed as they await every tax audit.