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Document management well thought out

DMS & archiving


DMS and archiving are not the same

GDPR, tax legislation, product liability, HIPAA, SEC 17a-4, ... Organizations have to comply with complex data management requirements. The audit-proof storage of sensitive data is a central issue. For legally compliant data storage, companies must think their document management through to the end and must not rely solely on their DMS/ECM.

DMS & Archiving Challenges

Compliance with legal, industry-specific and internal requirements
Verifiable immutability of data for audits
Ensuring data integrity and privacy
Cost efficiency, flexibility and scalability

Whitepaper: Future-Proof Protection of Business Critical Data

As data volumes grow, so do the requirements for long-term data storage and archiving. To keep costs and efforts under control, companies are forced to increase the efficiency of their IT in all areas and to optimize their infrastructure. Software-Defined Archiving offers companies the possibility to react to their increased requirements without being tied to storage manufacturers or hardware.


Learn in this whitepaper how a software-defined approach can help you protect business-critical data in a future-proof, flexible and cost-effective way.

Download Whitepaper

Archive Storage for sentivive DMS/ECM Data

Colloquially, the terms DMS/ECM, document storage, and archiving are often used as synonyms. In detail, however, there are important differences. In an archive, data is stored which must be kept for a certain period of time - immutable, revision-proof, legally compliant. DMS/ECM systems are also used (among other tasks) for filing, but mainly for ongoing business activities.


Establishing a secure archive storage system "behind" the DMS/ECM makes sense from multiple perspectives, and in certain cases is a legal requirement. Rationale:

  • The audit-proof archive serves to comply with legal, industry-specific, and internal requirements (e.g. DSGVO, GoBD, SEC 17a-4, product liability).
  • For audits and as evidence in court, data must be stored in a verifiably immutable form. It is insufficient to simply not delete data from the DMS.
  • A modern archive system takes on additional tasks to ensure data integrity and protection, e.g. automatic integrity checks, encryption, WORM storage, and retention management at the storage level.
  • Companies save valuable potential of their DMS/ECM systems and primary storage by using a long-term archive. Archive data can be stored cost-effectively on secondary storage or in the cloud.


Organizations must be clear about the goals of their data management and ask the right questions when evaluating the appropriate solution:

  • Are compliance, data protection, and legal requirements met?
  • Is the archive solution scalable to cope with future data growth?
  • Is there a dependency on specific manufacturers or hardware?
  • Can the archive solution be integrated into the existing IT infrastructure?
  • Can data be easily migrated, e.g. when changing the DMS/ECM or storage infrastructure?


Download Checklist: 10 points to consider when choosing an archive solution

A long-term archive behind the DMS

There is no lack of future-proof solutions today - the times of rigid hardware archive silos are over. The focus of modern archive solutions is on flexibility, independence, and efficiency. The Software-Defined Archiving approach is based on exactly these parameters. With this concept, a software solution provides the archive intelligence, not the storage hardware or the DMS/ECM. The archive middleware connects the applications (ECM, DMS, ERP, PACS, ...) and the storage infrastructure. As a central platform, the software takes care of data integrity, WORM storage, and retention management.


With the help of Software-Defined Archiving, companies can create a central archive which is hardware-independent and is based on the existing IT infrastructure. Because software solutions are much easier to adapt to new requirements than hardware appliances, they allow long-term compliance with existing and new requirements.


In summary, not deleting data from the DMS/ECM is not sufficient for compliance-compliant storage, as it does not guarantee data integrity or immutability. These tasks are performed by a long-term archive "behind" the DMS/ECM, whereby the Software-Defined Archiving approach represents a future-proof, flexible, and cost-effective solution.

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Everything about Archiving

What is archiving? What are the challenges and benefits? What's the deal with audit-proof archiving, data integrity and WORM storage? Learn everything you need to know about digital archiving here.
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Audit-proof archiving

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GDPR-compliant archiving

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Automatic self-healing

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