What is a backup? What is filing?
Many people often use the terms "archive" and "backup" together. However, the two concepts are not actually the same:
Data backup is the process of copying data so that it can be recovered in the event of loss. Data held on a storage device is called a backup copy. The process of retrieving raw data from a backup copy is called recovery data. This form of data backup is used for solutions such as databases or file directories, as well as for backing up Alfresco meta-databases.
Electronic filing is the permanent retention of electronic information in Alfresco. Special filing systems are often used to electronically archive information. The term "electronic archive" summarizes the many different elements of an enterprise content management system, commonly referred to as "record management," "storage," and "save." Electronic archives are used to back up critical corporate data and documents and store them in a long-term future audit.
When archiving documents, Alfresco can link all archived business documents (whether you receive them by mail or digitally) to equivalent transactions in the ERP and accounting systems used by your accounting and finance department. Typically, all documents that link to A particular transaction are at the click of A button, either in their original format or in A long-term read-only format (such as PDF/A or TIFF). To ensure that Alfresco can be fully integrated into your system, we use a common CMIS interface and a certified SAP interface.
As a company, you must be able to find and copy all documents in a short time. This is one of the basic requirements of the audit certification archive (see VOI's 10 electronic audit certification archiving principles, VOI is the German document management industry association [this document is available in German only]). To help you solve this problem, Alfresco includes metadata searches and full-text searches of document content, which can also be combined to achieve broader functionality. Metadata search USES metadata types set for documents, process instances, and records. You can define attribute values as needed and automatically transfer data directly from the ERP system for accounting, material management, etc. However, you can add more data manually if necessary. Documents can be accessed directly from accounting and material management systems, or in any way that Alfresco can accept (windows-based, web-based, or mobile).
WORM technology protects your files from being deleted, replaced, or modified without your knowledge. Storage systems provide users with read-only access. Alfresco supports WORM technology, which is based on standard software and hardware, to prevent changes or (inadvertently) deletions of stored data. Documents are stored in their original format and tamper-proof TIFF, PDF, or PDF/A format to ensure they can be accessed and read in the long term.
Alfresco's integrated audit trace facility helps you keep track of all processes executed for a particular document. For example, you can provide external auditors with complete records of documents that have been viewed and changed, process instances and records, and when this action occurred. All process logs are archived as an audit, just like the document itself. Personal access rights protect the information stored in the Audit Trail from unauthorized access, helping you always maintain data protection.
Personal user authorization, authentication, and SSL encryption for client-server communication form the security basis of archived documents. Alfresco's extensive authorization concepts enable you to manage access to documents, process instances, and records at the user, group, and department levels. You can also set up temporary workspaces for auditors to access digital documents. Your files can also be encrypted to prevent information leaks.
Alfresco includes the ability to automatically manage retention rules and delete deadlines to help you ensure that documents are not deleted intentionally or unintentionally. Documents are converted to tamper-proof long-term formats (such as PDF, PDF/A, and TIFF) to ensure that you can read them even years later. In addition to storing documents and data securely over the long term, Alfresco also ensures optimal storage capacity by automatically removing documents and data that are no longer needed (assuming your WORM storage system supports this feature).