Recordsmanagement

File or recordsmanagement is the distribution centre for all information relating to a business process. With the ELO file management solution ELOAktenverwaltung, all information of relevance to a business process, such as e-mails, documents and records, can be allocated in a structured manner and archived in one central location, the ELO archive.

Various different forms of electronic information in a file must be allocated to business processes in which different areas of the company are usually involved. If the information is available in paper form, it can be scanned, recognised, classified and then loaded to the file.

The benefits:

  • All files can be viewed at all times on the monitor.
  • Immediate availability of information without wearying trawls for files.

Familiar way to work

ELOAktenverwaltung works in a manner that is very similar to the traditional way of working. For example, notices can be attached to files and processes can be stamped. An intuitive filing system of archive, filing cabinet, folder and register is used to store the files. Therefore, it doesn’t matter how the files are archived - systematically, chronologically, alphabetically or numerically. Users can simply navigate through the filing structure and quickly find the relevant files. Besides having a file reference, they can also be assigned different colours.

The benefits:

  • Quick familiarisation with the filing process thanks to ELO’s intuitive interface
  • High degree of employee acceptance

In addition to this, there is also a powerful search function available for searching through all of the files. The user administration ensures that you can only view and process the precise files for which you have the relevant rights. By using the digital signature, documents can be electronically signed while under development as per the German Digital Signature Act.

The benefits:

  • The legal requirements of the German Commercial Code and GAAP are complied with.
  • Commercial risk is reduced.

A guaranteed overview

The potentials of a digital file are quickly visible. All process-related information, regardless of whether this is available in paper form or digitally:

  • is managed in a central archive in a form which is unchangeable, traceable, tamper-resistant and retrievable.
  • As a result, integrated and consistent data management is made possible.
  • Business processes are controlled and mapped by workflows and are therefore transparent, traceable and efficient.

The digital file is therefore not just a means of storing various different information, but is rather an instrument for controlling a business process.