Secured data archiving is important at all levels.Here is an article from a sister company, Klara, explaining the importance of document archiving
Security is an essential aspect of every company – and anyone believing that archiving documents in filing cabinets is the safest solution is sorely mistaken. Studies show that more than half of data breaches in larger companies trace back to paper documents. Generic cloud solutions often don’t provide enough security either. Today, digital archives, or document management systems (DMS), offer the most secure and efficient solution for storing corporate documents.
What is a document management system (DMS)?
Like a cloud, a DMS is a software solution for storing documents and files digitally. Additionally, it usually provides the following functions:
- Traceability. Every change is identified as a new file thanks to a timestamp and documentation of all processes. The digital image of a document can thus neither be lost nor changed. It is the only way companies can legally dispose of paper documents after digitalization.
- Indexing: user-created order structure and categorization let you find files within seconds. Most DMSs also have a full-text search function.
- Individual access rights ensure data security and compliance.
Why is a DMS more secure than a generic cloud-solution or a physical archive?
With documents in physical form, there is a significantly higher risk of theft – even from the own employees. Also, fire, floods, or other natural disasters can destroy entire archives within minutes. Another security risk in many companies is the printers since they are often unprotected against hacker attacks. Furthermore, digital archive solutions make it much easier to control data access individually.
The most significant difference to the common cloud is that DMSs are subject to strict legal requirements. In Switzerland they must fulfill the regulations of the Swiss Code of Obligations and the Ordinance (GebüV) for keeping and retaining accounting records. In other words, DMS ensure legally compliant and audit-proof archiving: you can archive invoices, vouchers, or other documents relevant to your accounting, as well as important business contracts. In addition, DMS usually stores and sends the data in encrypted form, which means additional protection.
What other advantages does digital archiving offer?
Many companies are reluctant to digitize their archives. They fear high investments or too much effort. Yet the changeover is surprisingly simple and cost-effective. Above all, the DMSs make workflows more secure and efficient. In addition, companies benefit from the following advantages:
- save time: according to various studies, we spend up to two hours a day searching for documents at work. In the digital archive, you find documents within seconds.
- save costs: printing documents is expensive, as is storage space for filing cabinets. Not to mention the work time lost searching for documents. All these points become obsolete with the digital archive.
- save space: digital archiving replaces the filing cabinet.
- independence: You can access your documents from anywhere, anytime.
- scalability: the DMS grows with your company and allows you to archive a large number of documents.
- sustainability: the trees thank you for no longer producing mountains of paper.
- efficiency: many DMSs allow you to create workflows for an easier document management. Interfaces to other systems enable automated processes without media discontinuity. For example, if the DMS is linked to your accounting software, you can process your invoices with a few clicks.
How to find a suitable DMS for my company?
The functions of the various DMSs on the market vary slightly. Since a digital archive must meet country-specific legal requirements, we recommend using a Swiss provider such as KLARA. Furthermore, consider the following when choosing the right DMS:
- The DMS must meet the requirements of the GebüV (time stamp and documentation of all processes within the DMS). Only then may business books, accounting vouchers, business reports or audit reports be stored exclusively in digital form.
- It should also meet industry-specific legal requirements.
- If you have already digitized some processes in your company, ensure the DMS is from the same provider or at least easily links to them. For example, if you work with KLARA, you can send invoices directly from their eArchive to the KLARA accounting software.
- Only the full text search and the possibility of an own categorization (tags) make documents quickly retrievable.
- For optimal security a DMS must send and store data in encrypted form.
- Especially for companies that work with sensitive data, a DMS with individual access rights is essential. For example, in a law firm, only the person handling the case can access the relevant files.
About KLARA AG
KLARA Business AG has been part of Swiss Post since 2020. KLARA offers all-in-one digital solutions for the administration of companies: from the cash register system and inventory accounting to the processing of receipts and the posting of value-added tax and payroll. As a solution hosted in Switzerland, KLARA offers high data security and grows flexibly with the needs of its customers.