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The availability requirements of the documents correspond to their content and age. It is not economically advantageous to store electronic documents that are needed only occasionally or never on fast-access storage devices. It is necessary to archive information in the long term mainly for legislative reasons and for the purpose of possible complaints. The economic laws and GDPR regulation have the greatest impact on archiving. Therefore, it is convenient to archive older documents to cheaper storage devices.
Metadata is used for quick and easy document search. The contents of archived files can be indexed based on the application’s configuration by type. Indexed files allow full-text search of information within them.
Full-text search allows you to search for files based on information that is not stored in their metadata that was defined when it was created, and it was not clear in advance that they should be searchable.
The application supports automatic transfer of archived files between different data storages based on a configurable plan – retention rules. Retention rules are defined for specific types of archived files. Newer files can be archived in a data storage where they are available online.
Older files can be archived on a tape library, which makes them available on demand in a reasonable time. Expired documents are automatically deleted based on retention rules for shredding.
The application includes a connector for archiving documents stored in the SAP information system and making them available in SAP. If required, the application can be easily extended with additional connectors and integrations.
The application supports file archiving to various data storage available through NFS, SMB, FTP, WebDav and other network protocols. The web user interface provides tools for working with archived files and application activity statistics.