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Why an audit-proof solution is indispensable
Companies face the challenge of storing business-critical documents, e-mails and e-invoices in a legally compliant and long-term manner. An audit-proof archiving software ensures that all data is stored tamper-proof and traceable.
Standard solutions such as Outlook folders (Exchange Server) or ERP systems often do not meet these requirements and do not provide comprehensive audit-proof (e-mail) archiving.
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Rhenus Cloud Archive: The Audit-proof Document Management System
The Rhenus Cloud Archive is an innovative archiving software, an audit-proof document management system that helps companies safely and efficiently store and archive digital documents in the cloud. As a VOI-CERT-certified document management system, it ensures GDPR-compliant storage and easy handling.
Digital Archiving
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Digitally archive with maximum transparency and efficiency
The Rhenus Cloud facilitates the digital archiving of business documents through automated and process-oriented workflows and an intuitive user interface. Especially archiving of e-mails, e-invoices or sensitive documents such as staff files and other business documents, e.g., construction plans, is efficient and traceable in the audit-proof cloud.
Thanks to its continuous innovation and modularly expandable components, it represents state-of-the-art technology. We guarantee high transparency and traceability, as the digital data and access are systematically documented.
Optimized Procedure Documentation
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Optimized Procedure Documentation with Support from the Rhenus Cloud Archive
With the introduction of GoBD in 2015, creating a procedure documentation became a legal obligation. However, this process involves considerable effort. Rhenus Cloud Archive offers an efficient solution to minimize this effort.
The audit-proof document management system enables the automated and standardized creation of the procedure documentation. This not only optimizes quality and security but also significantly reduces processing time. Additionally, the Rhenus Cloud Archive allows queries of relevant data across departments, thus sustainably increasing operational efficiency.
Thanks to the automated process the error rate compared to manual documentation is also significantly reduced.
Legal E-invoice Obligation
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Fulfill the Legal E-invoice Obligation Securely – with the Rhenus Cloud Archive
With the Rhenus Cloud Archive, you are perfectly prepared for the legal e-invoice obligation. Our solution supports both XRechnung as well as ZUGFeRD formats and guarantees safe, audit-proof and GoBD-compliant archiving.
Thanks to the automated processing and seamless integration into your accounting and ERP systems, you optimize your invoicing processes, save valuable time and reduce errors. In doing so, you remain compliant, efficient and future-proof in the digital business world.
The Range of Services of the Rhenus Cloud Archive
Archiving & Management
- One archive for all your documents (storage & processing)
- Automatic, service-based archiving of files and folders
- Server-based e-mail archiving
- Document versioning
- Various logging levels
- Integrated document viewer
- Indexing of full texts, fields & attachments
- IT directory: manage IT resources clearly
Security & Data Protection
- ISO 27001 and BSI C5 certified data centers located in Germany (cloud-based, TIER3)
- Certified in accordance with VOI-CERT: Audit-proof according to HGB, AO and GoBD
- Tamper-proof
- Data protection-compliant use according to the "PK-DML ready" criteria
- GDPR-compliant
- Encrypted communication
- 2-factor authentication
Procedure Documentation
- Online forms for quick and easy data collection and procedure documents management.
- Internal control system and audit logs ensure ongoing updates and automatic documentation.
- Staff receive update links with corresponding tasks to adjust information.
- Rights and role concept by department, so that changes can be approved with the four-eyes principle.
Efficiency
- E-invoices: Clear presentation & workflow processing
- Resubmissions: Function for creating reminders and deadlines for follow-up
- Correspondence: Centralized management & tracking of communications
- Links to data-management applications (WWS, ERP/CRM systems)
- Standardization: Templates to uniformly manage document formats
Scalability & User-Friendliness
- Scalable, up-/downgrade at any time
- Independent from the ERP system
- Best usability integration with any environment
- Multi-tenant capability
- Universal web client
- Intuitive & consistent Google-style full-text search, auto-complete function
- Category filter
- Content-oriented file tree
- Flexible input scenarios: scan, web-scan, mail, Office, PDF
Workflow to Optimize Work Processes
- Design business processes in a role-based, clear and easy-to-use manner
- Active support of workflows such as invoice approvals, authorizations, controls and acknowledgments
- Modules for common actions like decision queries, deadline monitoring, automatic e-mail dispatch
Document Archiving in the Cloud: Secure and Always Available
With document archiving in the Rhenus Cloud Archive, your company benefits from maximum security and flexibility. Thanks to precise filter and search functions, digital storage remains always accessible while meeting all legal requirements.
Rely on the Rhenus Cloud and archive your documents in a legally secure and efficient manner.
