Doxis4: Everything from an electronic archive to a content repository
These days, electronic archiving with Doxis4 is much more than just an audit-proof solution for storing information over the long term. Thanks to its content repository function, Doxis4 provides a company-wide information pool containing all documents and data. This enables users to store information for both long-term archiving and temporary retention and processing.
The Doxis4 Content Repository manages all information objects that are either already in a digital format or that can be transferred to digital form, for example documents, emails, images, multimedia objects, links, and much, much more. Metadata (index criteria) is managed separately and is used as a basis for providing quick and secure access to documents, process instances and records. Furthermore, complete document indexing enables users to research documents quickly and easily using the fulltext search function. Thanks to the text mining function, the Doxis4 search feature also helps to find contextual information, even if the document in question does not contain the relevant search terms.
An information pool for efficient document management
When you work with documents on a day-to-day basis, you have to take relevant measures to make sure that none of your data gets lost. File directories only provide a certain amount of protection. For example, you may accidentally overwrite files, delete files or change certain parts without realising. Other file directories could be so complicated that you lose track of documents – they may still exist, you just may not know how to find them! Furthermore, file directories may only be accessible to a limited number of teams and departments. When a number of different departments are involved in the same business processes, file directories may restrict access to essential information.
In order to overcome these obstacles, Doxis4 provides users with a universal content repository to replace file directories. Automatic file version management allows users to change documents without replacing the original document. A set of regulations help to decide whether a particular document needs to be archived permanently. This helps to prevent any working versions that are no longer required and documents that do not need to be archived from being stored over the long term.
A certified, audit-proof solution for long-term, secure retention
By providing users with an electronic archive, Doxis4 guarantees the long-term security of both structured and unstructured information. Thanks to its well-thought-out authorisation concept, Information Lifecycle Management (ILM) functions with variable retention rules, WORM-based storage and digital signatures, it provides users with an efficient data retention solution that is both audit-proof and legally compliant. Sophisticated storage virtualisation means that a number of different storage systems made by all major vendors, including a range of cloud solutions, can be connected, run at the same time and replaced at any time. Furthermore, Doxis4 enables companies to implement various distribution and replication scenarios tailored to meet a host of different requirements, ranging from an ambitious medium-sized company to an international corporation. Doxis4 provides customised interfaces and input services for a range of application cases, such as SAP data, MS SharePoint, MS Exchange, IBM Lotus Domino, etc., to help companies implement a wide assortment of archiving solutions.
The Doxis4 Content Repository is therefore more than just an electronic archiving system, it is a pool of information for efficient document management.
What it has to offer
- Access to information within seconds, no matter where you are in the world
- Secure data retention in accordance with the relevant compliance regulations
- Complete traceability as all processes are logged
- Maximum flexibility and long-term investment security thanks to storage virtualisation
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A content repository for all information
Companies receive documents and data from a range of different sources and in a range of different formats. They are created in a number of different applications (ERP, CRM, HR, Mail, Office, etc.) and have to be able to be referenced, even if the original document has already been archived. Nearly all areas of a company are required to work with documents, with employees from various different departments and sites having to work on documents as part of various business processes. Furthermore, a number of documents have to be stored for longer periods of time for legal, compliance-related and warranty reasons. In order to overcome these obstacles, Doxis4 provides a universal, company-wide content repository, including solutions for electronic archiving and long-term retention.
Doxis4 provides users with an opportunity to move away from distributed and application-based information storage to a secure, content- and process-based solution. In addition to the benefits already mentioned, the archiving system removes strain from other applications and therefore helps to ensure good performance. It also helps to reduce costs by moving information that is not required on a regular basis on to more cost-efficient storage media. However, users do not notice this data being moved as they continue to have direct access to all information in the relevant environment.
Storage via Doxis4 and customer clients plus direct storage from MS Office and Sharepoint. Automatic import/indexing of large quantities of documents
Manual and automated email archiving, integrated into existing groupware: Exchange/Outlook, Lotus Domino/Notes.
Using file attributes to archive files from Windows File servers and other systems – be they manual, administrative or rule-managed.
Archiving SAP data using database reorganisation from all SAP modules – reduces the size and growth of SAP databases.
Features & strengths
Doxis4 Archives securely manage and store all information objects that are already in a digital format or that can be transferred into a digital format, such as documents, emails, images, multimedia objects, data, and many, many more. Business papers that should or must be archived can be stored alongside the original copy as renditions in TIFF, PDF; PDF/A-1or PDF/A-2 format on immutable storage media, so-called WORM storage devices. Retention rules and deletion periods are managed automatically and can be adjusted to suit legal and corporate regulations, thus making sure that important documents are protected properly while also freeing up storage capacities. Single instancing and information lifecycle management (ILM) also help to ensure that the available storage systems are used efficiently. Single instancing makes sure that identical content is only “physically” stored in the archive once and thus avoids redundant data while ILM monitors the entire document life cycle, helping to secure maximum availability using the most cost-efficient storage systems wherever possible.
The internationally renowned auditing company Deloitte & Touche has awarded Doxis4 iECM Suite certification in accordance with German accounting standard IDW PS 880. The electronic archiving procedures are therefore audit-proof in accordance with the generally accepted principles of computerized accounting systems, the German Tax Code, the German Commercial Code and principles of data access and the auditability of digital records. Software-based write protection applying the WORM concept (WORM: write once read multiple) prevents the data stored on hard disks from being modified or deleted. This certification and the suite's careful process documentation, flexible retention periods, and ability to trace changes and set up digital signatures ensure that it complies with all the relevant legislation and that all documents that should and have to be stored are protected for the long term.
Securely storing information is only the first step. Being able to find information quickly is essential in any company's day-to-day work. The search for information is based on freely definable index criteria (metadata) for each document, process instance and record. This data is created automatically (even in third-party systems such as SAP) but can be amended manually at any time. Separating the management of metadata (SQL database) and document contents (filing system) makes sure that information is made available quickly, even for larger quantities of documents. Doxis4 also indexes all content and can search through the entire pool of information thanks to its intelligent associative fulltext search. Doxis4 Archives are also highly flexible: Where necessary, they can make documents available within the context of the system used for the content and process in question. Alternatively, documents can be accessed via one of the Doxis4 clients (Windows, web, mobile), in Internet portals, using SharePoint and via portlets.
Personal user authorisation and authentication and SSL encryption for client-server communication form a secure basis for archiving business documents. Granular access control enables different access management methods to be used for critical corporate documents and confidential information, thus preventing this type of information from being passed on without permission. You are also able to encrypt your archives to prevent information from being leaked. Should worse come to worst, you can use Doxis4's integrated Audit Trail function at any time to find out who has looked at and amended a particular document, process instance or record and when.
Doxis4 supports all standard storage systems currently available, e.g. NetApp SnapLock, EMC VNX FLR, Centera and ISILON, IBM TSM, Hitachi HCP, HP ICAS, Doxis4 safeLock, etc., and can be merged with any of these using storage virtualisation to form a comprehensive “virtual” storage system. Storage virtualisation provides companies with added flexibility: For example, cheaper storage media can be used for storing data pools over the long term while data that is accessed on a regular basis can be stored on quicker media. A further benefit of storage virtualisation is the speed at which the issue of storage systems is developing: Companies are able to benefit from new state-of-the-art technology (such as cloud storage) without having to give up older systems straight away, thus protecting their initial investment. For companies spread across several different sites, powerful and intelligent replication mechanisms ensure that storage systems can be made available quickly and are used efficiently.
Large corporations and medium-sized companies with a number of legally-independent subsidiaries will find Doxis4's tenant capability impossible to live without: Its technology enables several companies or “tenants” to store documents and data separately and at the same time in an audit-proof manner. Switching between tenants requires new user authorisations and authentications to be issued. Alternatively, tenants can be separated by defining an authentication concept and keeping data separate (database and storage media). Doxis4 enables companies to keep data separate, while at the same time preventing each organization from accessing the other's data – as is required by law.
Electronic documents cannot be officially recognised without a qualified electronic signature. Signatures also help to prevent forgeries and allow users to identify who created the document (authenticity). Doxis4 fully supports the use of electronic signatures – from the initial scanning process all the way through to audit-proof archiving. In Doxis4, signatures can be created, verified and archived, either individually or as part of a batch process. Doxis4 can easily process documents containing several different electronic signatures.
Information Lifecycle Management (ILM)
ILM brings together processes and technology to enable companies to manage their information throughout the entire life cycle. It helps to make sure that data and documents are available whenever they are needed for a particular business process, while also ensuring that they are always stored on the most suitable storage medium in terms of aspects such as speed, costs and legal provisions.
Document life cycle
- Management of structured and unstructured information throughout the entire life cycle
- Automatic storage of documents and data on the most suitable storage medium
- Intelligent caching mechanisms
Overview of electronic archiving in Doxis4
- Archives documents (NCI and CI documents), data, emails, images, multimedia objects, and much more.
- Standard metadata management using relational databases
- Diverse range of search functions covering the entire data pool
- Comprehensive management of retention and deletion periods
- Virtualisation of physical storage systems
- High level of scalability, all the way up to company-wide applications
- High performance, even when high throughput and access rates are required
- Replication module for maximum availability, even for companies spread across several sites
- Multi-tenant capability
- Certified, audit-proof archiving system (IDW PS 880)
- Software-based write protection using WORM approach
- Encryption of information objects on the server
- Secure client-server communication (SSL-based)
- All standard storage systems supported, e.g. NetApp SnapLock, EMC VNX FLR, Centera and ISILON, IBM TSM, Hitachi HCP, HP ICAS, Doxis4 SafeLock, and many more.
- Universal interface for common ERP, HR and CRM systems
- Certified interfaces for SAP (ArchiveLink/HTTP Content Server, BC-ILM 3.0)
- Multi-platform application and data storage
- Administration using a graphic user interface (web-based)