Document archiving with d.velop
Businesses and organisations rely on d.velop’s DMS.
Archive documents with a system
The archiving process explained simply
Document archiving refers to the process of systematically and securely storing documents to preserve them long-term and retrieve them when needed. To ensure legally compliant retention and quick access, companies typically rely on internal archiving software for document archiving. Such archiving software is an essential component of d.velop’s document management system.
The archiving process explained simply
Paper documents, technical drawings, images, office documents, documents in SharePoint, receipts from your accounting, or emails – whatever the document!
In the central document management system of d.velop, including archiving software, everything finds its place: digital, long-term, and revision-proof. Thus, it is naturally compliant with laws and independent of the original generating system.
Once digitally archived, the stored documents can be searched at any time spontaneously. Of course, only by authorised users. And then, naturally, edited, reviewed, and distributed. With mobile ECM, even if you are on the go.
Benefits of document archiving with a DMS
Why use archiving software at all?
The d.velop DMS offers an intuitive and flexible setup that adapts to your individual requirements. A tailored permissions concept maximises data protection and ensures compliance with regulatory standards.
Legal requirements
Choose security! Store your documents in a legally compliant and audit-proof manner on your own storage systems or in certified data centres. By ensuring protection against alteration, you create the foundation for compliance-ready operations. Naturally, retention periods and deadlines in accordance with GoBD are taken into account.
Central availability
All documents are archived centrally in digital files – even across multiple locations. This ensures that all information is always accessible and up to date. What’s more, thanks to audit-proof archiving, you can still browse through any document decades later. Documents are additionally stored as TIFF or PDF/A formats.
Design processes
Documents archived via the software form the foundation for transparent business processes. Only with continuous and central availability of information can efficient electronic workflows be created – significantly reducing processing times and costs.
API & Integrations | Archiving software
Connect your systems with d.velop
Data and documents are generated in many software applications within a company. To ensure documents can be stored in digital document management, a connection is established to the originating applications.
Once seamlessly integrated, you can access information in the digital archive directly from the respective application. Users continue working in their familiar environment while automatically benefiting from a central archive and a clear document management system. If you wish to customise your interface or connect your own specialised applications, you can do so independently or with our support thanks to our REST API.
DMS White paper
Digital document management easy explained
What should a document management system be capable of? What are the benefits of implementing one? And what does AI in document management actually look like? This 35-page whitepaper is packed with expert knowledge – including practical tips, fillable checklists, answer fields, and a downloadable short presentation to help you convince your team of the value of a DMS.
Contents of the White Paper:
- A clear introduction to digital document management
- Overview of the seven key functionalities of a DMS
- Special focus: Artificial Intelligence in document management
- Step-by-step guidance for successful DMS implementation
- Advanced topics: Process digitalisation and invoice handling
d.velop platform
Unlock the full potential of d.velop.
DMS, ECM, EIM or simply: Connected knowledge
Productive, intelligent, secure: your d.velop tools.
Digitise, structure, store, and make information accessible: Our d.velop platform solutions are always tailored to your needs, delivering knowledge seamlessly – whether for employees, customers, or partners. This not only reduces process costs and time but also eases the workload for your team, creating space for innovative ideas.
Resources on document archiving
Document archiving explained in detail
Digital Document Management Easy Explained
Look forward to 35 pages packed with expert knowledge – including actionable tips, fillable checklists, response fields, and a downloadable short presentation to help you get your team on board with the DMS.
There is no digital archive without software: An overview of basic functions
Discover why document archiving is more than just storage. In this article, we explain how modern archiving solutions ensure compliance, improve accessibility, and create the foundation for efficient digital processes.
Successful Introduction of Digital Dossiers in 3 Phases
In the project guide, you will learn the process for introducing digital dossiers—from the preparation phase to implementation and establishment in the company.
Archiving Documents and Files for Greater Efficiency, Legal Compliance, and Future Readiness
Many companies still rely on paper-based processes, risking document loss, media disruptions, and space issues. Digital archiving goes beyond faster file access—it ensures legal compliance with GoBD and audit-proof storage.
FAQ
Frequently asked questions about document archiving
Archiving software is a specialised type of software designed for the secure storage, organisation, management, and long-term preservation of digital data. It enables structured archiving of data sets such as documents, emails, multimedia files, or databases, ensuring they remain accessible and retrievable over extended periods.
Archiving software guarantees audit-proof storage, meaning the integrity, authenticity, and immutability of archived data are maintained to meet legal and regulatory requirements. It also supports features such as data compression, encryption, versioning, and indexing to enhance efficiency and security in data management.
The term document archiving refers to the long-term, audit-proof storage, management, and structuring of digital documents. Archiving can take place regardless of format – for example, text documents, technical drawings, and images can all be archived.
Legally compliant and audit-proof archiving of documents in accordance with GoBD ensures the required data security. In addition, central availability of documents significantly increases the efficiency of electronic workflows, reducing processing times and costs.
The archiving software assigns an index value to the digital document. After indexing, the document is placed within a file plan and archived, enabling future access. This process can be fully automated.
Start by conducting a needs analysis to assess your specific requirements. When making your decision, consider key features such as audit-proof compliance, integration capabilities, user-friendliness, and advanced search options.
You have the choice: store your business information on-premises, in a hybrid setup, or entirely in the cloud. No matter which option you choose, your data is always in safe hands with us.
A seamless connection between CAS systems and d.velop software is ensured by a dedicated d.velop component – the d.ecs storage manager. This storage manager is regularly certified according to auditing standard 880 of the Institute of Public Auditors in Germany (IDW PS880).
Would you like to archive your documents in your own systems? Then Content Addressed Storage (CAS) systems are the ideal choice for long-term archiving. CAS systems are disk-based storage solutions designed to prevent documents from being overwritten.
Standardised connections with d.velop software are already available for the following storage systems:
Dell / EMC² Centera Governance and Compliance Edition
Dell / EMC² Cellera
Dell / EMC² Data Domain
NetApp FAS with SnapLock technology
Tivoli Storage Manager incl. IBM DR solutions
GRAU DATA Filelock
Fast LTA Silent Cubes
iTernity iCAS
Governikus LZA
Hitachi HCP
NAS systems
If you are using a storage system that is not listed here, please feel free to contact us.
Contact & Consultation
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Curious? We’d be happy to show you our software.
Simply request a live demo.