Files, archive & deadlines

One folder in Docu per customer, supplier, project, employee and property – created automatically from Sales, Finance, HR and QMS, with subfolders according to the filing plan.

Defines which subfolders a new file gets (customers, suppliers, projects, employees, properties), with a default type per subfolder and ready-made industry plans.

All contracts with an end date at a glance: notice deadline, automatic renewal and recorded terminations, with email reminders.

Shows the retention periods of all archived documents from HR, Finance, QMS and Docu: what ends within 90 days, what may be deleted, what is on hold and where the period is still waiting for an event. Here deletions are requested and approved under the four-eyes principle, deletion holds are set and the verifiable export is downloaded.

The description of electronic archiving required by Art. 4 GeBüV (Ordinance on Accounting Records). Document details and part A are prefilled with editable proposals containing companies, the responsible person, the next version and today’s date. Saved texts are retained. The operator provides part B (system and operation). Every version is archived as a PDF with its period of validity.

Checks whether the archive for a financial year is complete (receipts per month, books, closing, VAT, payroll, procedure documentation, check run, anchoring), checks PDFs for PDF/A and creates time-limited access for accountants and auditors.

Archived documents retain their file and versions. With document editing permission and « Manage Docu » permission for both the current and selected company, fields, document type, company and folder can be corrected with a reason. Field history records before and after values, person, time and the full reason; the archive receives an additional record.

Starting point for audits and handover: downloads the archive package with evidence for the auditors or the continuation package with Docu metadata. These are the same exports as in the archive.