Delete your e-mails when your inbox overflows? Warning! Many e-mails need to be saved in a traceable and structured manner. According to Sec. 257 of the German Commercial Code, business people are obligated to retain any commercial correspondence that they have sent and received, including appendices and enclosures, for six years. This applies to faxes, e-mails and all other electronic documents – but only if they pertain to external business. Private employee e-mails may not be stored at all.
Meeting the exact demands of all compliance requirements in today’s business can hardly be carried out through conventional means. A series of legal criteria regarding immutability, completeness and traceability must be met just to archive digital documents in accordance with the law.
"At CeBIT we are addressing the issue of how small and medium-sized enterprises in particular can optimize their business processes while at the same time meeting all compliance requirements," says Frank Früh, Head of ECM at the digital industry association Bitkom. At the " ECM, Input/Output Solutions " cluster in Hall 3 visitors can learn more about the latest trends for collaboration tools, process automation, mobile ECM solutions and modern systems for printing and scanning. Companies can discover how to optimize their business communication. Experts share their knowledge regarding the most important legal issues. State-of-the-art solutions that will be discussed at CeBIT 2016 affect multi-channel input management, MPS document capturing, social media, e-post and the German e-government service De-Mail.
ELO Digital Office GmbH from Stuttgart is presenting a new, cost-efficient e-mail management package in Hall 3. "A one-click installation enables complete rule-based e-mail archiving for Microsoft Exchange," explains Karl Heinz Mosbach, Chief Executive at ELO Digital Office. In addition to server-based e-mail archiving, the software includes a full ELOxc client for Microsoft Outlook to manually file and structure e-mails. According to Mosbach, high-performance enterprise search technology allows the archived information to be found quickly. In addition, ELO Digital Office is bringing the ECM app expansion "ELO 9 for Mobile Devices" and version 10 of its ECM software for medium-sized and large companies to the trade show. "Last but not least, we are showcasing new special solutions – from accounting management to e-files and visitor management," says Karl Heinz Mosbach.
Omni-channel input management is also in the spotlight at CeBIT. "The goal of these management and archiving systems is to correctly collate, process and respond to incoming communication, documents and information," explains Bitkom expert Frank Früh. "It integrates all channels such as e-mail, social media, traditional mail, and faxes."
Output management is just as important. "Here the purpose is to organize and route documents and information to various target audiences using different output channels in electronic and physical form. It encompasses software to generate and format documents as well as produce physical copies and distribute them," explains Frank Früh. Like input management the goal is to "increase customer satisfaction and greatly reduce operating expenses."