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INTEGRATION OF DMS AND ARCHIVE SYSTEMS

For a holistic archiving strategy, not only in-house documents have to be transferred to a central DMS or archive system. At the earliest stage in planning invoice receipt projects, external digital documents also have to be included in central filing. The backdrop is that in all inbound electronic documents, no unmodifiable document type (e.g., paper document, fax) is available any more. In particular, with regard to preserving VAT deductibility, valid document management is therefore required.

Additionally, a parallel workflow for feeding DMS or archive systems must be implemented to process an inbound EDI document and its transfer to an appropriate ERP interface. Because the original EDI documents are not self-explanatory in the context of an audit, they must be prepared and additionally archived or provided in an appropriate readable form (normally, in PDF Format). To do this, some DMS and archive publishers offer to carry out the compilation of a PDF file directly from the inbound EDI files. This approach, however, usually leads to considerable project costs because of the extreme variety in formats (EDIFACT versioning, XML derivatives, proprietary structures, etc.). In contrast, Softzoll’s consolidated process interface allows multiple usability of the content available at database level for the individual business processes, and consequently their output in any format.

ONE WORKFLOW FOR EACH BUSINESS PROCESS

A new archive workflow is created for each global business process (e.g., incoming orders, incoming invoices, delivery note output). These workflows generate the following data required for archiving:

Original EDI transaction

Readable version of the EDI transaction (usually a PDF)

Optional: index file (e.g., *.jpl, *.csv) to integrate the import interface of the archiving system

Optional: corresponding ERP interface file

Transaction log

Most DMS/archive systems require an index file, in which the classification of the documents to be archived is carried out. The index file is filled with content from the consolidated process interface. Individual documents are predominantly mapped to an archiving process by uniform naming or by providing a system-specific directory structure.

The archive workflows can both be used in our on-site solution and in the data processing center implementations. The latter scenario prepares the files to be archived for download or uses our free-of-charge data processing center client to provide a file structure that is desirable in your company’s IT environment.

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