Unified Archiving Services from T-Systems offer companies a high-performance, user-friendly service, based on its product ImageMaster successfully established on the market for over 20 years. The solution is compliant with the Sarbanes-Oxley Act (SOX) and thus can be used to store electronic information in a legally compliant manner. Automated digital archiving on high-performance platforms ensures a company's ability to provide information at any time in the event of legal disputes or audits. What's more, Unified Archiving from the cloud supports effective, company-wide, and transparent information governance.
One solution for all applications
Unified Archiving is based on the high-performance product Dynamic Services for Archiving. T-Systems' offering gives users the additional security of procuring a cloud service from German data centers, which guarantees data security under German law. With one central solution for all communication applications – in addition to SAP, Microsoft Exchange and SharePoint, this will also be available for other applications in the future – customers substantially simplify their document management. Furthermore, provision from the cloud also means that customers do not have the costs of investing in hardware or additional staff. Other benefits of using digital archiving with Unified Archiving Services in accordance with SOX are payment based on company size and professional support in migrating existing archives and integrating with interfaces to other business processes.
CORPUS SIREO manages real estate worth around EUR 16.3 billion throughout Europe for companies, insurers and banks. The group has just under 570 employees at 11 locations. Its holistic approach in real estate consulting ranges from analysis, purchase and management, with the objective of optimizing value, to sales.
Expand SAP invoice archiving with ImageMaster to allow e-mail archiving
Automated storage of selected e-mails based on defined rules
Cost-effective storage solution
Quick and easy access for staff to archived e-mails and attachments
Dynamic Services for Archiving for Exchange as part of the ECM suite
Automatic, central archiving of selected e-mails from 600 e-mail boxes
With initially 1.5 terabytes of storage
Direct access from Outlook
The automated storage procedure allows secure archiving and makes work easier
Quick access to archived e-mails and attachments
Standard storage cuts costs and reduces the burden on expensive Exchange capacities
High scalability allows quick adaptation to the market
An ideal basis for company-wide document management and collaboration
Data is the new oil: This (well worn) motto is widely known. Even if the comparison between a finite consumer product and a complex capital good is a little misleading, there's one thing it does express: how valuable data is these days. Too valuable to store it in insecure places and potentially lose it. All the more so when you're talking about business-critical information. Whereas formerly this related to analog media like paper records, the focus is now increasingly on digital data media. In its Sarbanes-Oxley Act (SOX), the U.S. federal government has now also prescribed legal periods for storing e-mails and similar information which companies are legally obliged to comply with for audits.
Making it simple to meet complex requirements
But which criteria have to be met for storage? There are four key criteria that users have to meet:
Immutability: Companies must ensure that documents cannot be subsequently changed or manipulated.
Access: Process documentation must be available quickly if required.
Allocation: It must be clear to which transaction or project a document is allocated.
Storage: All documents must be stored for as long as the relevant legislation or company policies require.
These storage periods can vary widely. They range, for example, from six years for business letters exchanged with customers or suppliers, to ten years for the storage of business accounts, financial statements, inventory lists, bookkeeping vouchers and invoices.
Archiving-as-a-Service from the cloud
Simple data backup on a local server is no longer sufficient. Effective document management always includes a concept for auditable, digital archiving in accordance with SOX. Only then can companies effectively protect themselves against claims for damages or penalties. Cloud technology offers new opportunities in this regard with Unified Archiving. The costs of archiving are based on the life cycle of the data, the volume, and the number of users of the archiving service. The result is a solution for which IT costs are based on actual need, which does not require separate investment or staff for an oversized archive, and which also offers absolute legal certainty.