Document Archiving

Document archiving is more than just fulfilling a duty - it creates security and efficiency. With just one click, you have every customer and every business transaction file with all the associated documents - organized according to relevance and content. So you can go into every audit with peace of mind.

Our Document Archiving Services for Entrepreneurs

The Challenge Companies are legally obliged to store tax-relevant documents or emails for 10 years in an unalterable, complete and retrievable form. In Detail:

  • Retention obligation: Business documents (e.g. invoices, offers, contracts, e-mails with tax-relevant content) must be retained for 10 years (in some cases 6 years).
  • Immutability: It must not be possible for documents to be subsequently changed without being noticed.
  • Retrievability: Documents must be easy to find and complete at all times.
  • Machine readability: The data must be electronically readable and verifiable for the tax office.
  • Documentation: There must be procedural documentation that describes how archiving is organized.

Immutability - the toughest criterion of the GoBD

Everything that is stored locally on a PC can always be changed. It can only be made unchangeable with special storage media (WORM - Write Once, Read Many). This is much easier with RecruiterCloud : your documents are protected and unchangeable in the Amazon Cloud.

Document vs. Business Transaction - the crucial difference

According to GoBD, it is not enough to just keep individual documents. A tax auditor wants to be able to trace the entire business transaction - from the first offer, order and invoice through to payment and relevant emails.

That's why RecruiterCloud doesn't just archive individual files. You can assign a business transaction to the documents. This means that RecruiterCloud automatically creates a complete file for each business transaction. This is stored unalterably, can be found at any time and makes your processes GoBD-compliant - and your next tax audit relaxed.

Categorize, Save, Find

Retrievability is - alongside Immutability - one of the central requirements of the GoBD. To help you find documents quickly and efficiently, the RecruiterCloud not only stores keywords for each document, but also structured categorization data. In the RecruiterCloud, you categorize documents not only by content, but also by relevance. This allows you to

  1. filter

    Precisely filter out documents according to content categories (e.g. all invoices for a customer) or relevance (e.g. all contracts regardless of content (e.g. purchase, employment, leasing contracts, etc. for a customer) .

  2. order

    Doc

    RecruiterCloud also uses this categorization data to narrow down the selection options when creating new documents. This means you don't have to search through endless menus for the right category. RecruiterCloud uses two principles to create order and simplify operation:

  • 01 The RoDA-Principle (Relevance oriented Document Archiving)

    Each document is assigned a relevance of 1-4:

    Relevance category 1: Contracts such as sales contracts, etc.
    Relevance category 2: Receipts such as invoices, delivery bills, etc.
    Relevance category 3: Correspondence (without contractual content)
    Relevance category 4: Information such as org charts etc.

  • "Global" categories such as invoice or employment contract that apply to all business partner types and "Local" categories such as Account statement or Insurance status, which are only available for certain types such as banks or insurance companies.

    Your administrator can expand the "local" document categories that you want to use at any time in the admin area; the "global" categories are predefined.

How to Store Documents

Automatically generated documents

Invoices, credit notes or other receipts that are created directly in RecruiterCloud are archived without any action on your part. As soon as you have entered all the data for a transaction, you complete the process. This automatically creates an electronic e-invoice, which is stored in the archive with the correct categorization data in an audit-proof manner.

Externally created documents

Upload documents that are created outside of RecruiterCloud as a scan or file. When uploading, select:

  1. The associated business partner
    This automatically reduces the selection to the appropriate global and local content categories.
  2. The relevance
    This further narrows down the list to the categories of the selected relevance level.

In this way, RecruiterCloud uses the Global/Local and RoDA principles to save you searching for the right document category in endless menus. The document is then automatically stored in the archive - correctly categorized, secure and retrievable at any time.

How to Retrieve Documents

When searching for documents, we distinguish between five cases:

  1. Search for a single document

    Combine categorization data with business partners and keywords. This limits the result to exactly one result.

  2. Search for documents in a relevance category

    Combine a relevance category with a business partner to select all documents of this relevance of the business partner. Example: Contracts of all types of a customer.

  3. Search for documents in a content category

    Combine a content category with a business partner to select all documents in this category for the business partner. Example: All invoices of a customer.

  4. Creating a business partner file

    Simply select the desired business partner - and immediately receive all associated documents.

  5. Create a business transaction file

    Select the business partner and business transaction. You will then see all relevant documents, sorted by relevance and content - and, with a further click, all versions of the document.

In the last two cases, you will see all relevant documents, sorted by relevance and content - and with a further click, all versions.

Wie Sie Ordnung in Ihrem lokalen Sicherungs-Ordner schaffen

Die RecruiterCloud archiviert alle Dokumente revisionssicher in einem Amazon S3 Datacenter in Frankfurt am Main. Amazon S3 bietet ein sehr hohes Maß an Datensicherheit und Verfügbarkeit (99,99 % pro Jahr) und gilt daher als Standard für GoBD-konforme Archivierung.

Tipp: Legen Sie trotz hoher Amazon-Datensicherheits-Standards zusätzlich lokale Sicherungskopien an.
So gehen Sie vor:
  • Laden Sie jede Rechnung und Gutschrift nach Erstellung herunter.
  • Laden Sie hochgeladene Verträge, Eingangsrechnungen etc. nach dem Archivieren sofort wieder herunter.
  • Legen Sie alle Dokumente in einem einzigen Ordner ab.
Das Ergebnis: Dank einheitlicher Namenskonventionen mit integrierten Kategorisierungsdaten finden Sie nun alle Dokumente untereinander aufgelistet - sortiert nach Geschäftspartner, Geschäftsvorgang, Relevanz und Inhalts-Kategorie.

Geschäftspartner- und Vorgangsakten lokal erzeugen:

Wenn Sie Ihre Dokumente konsequent und vollständig lokal sichern, können Sie mit der Such- und Sortierfunktion Ihres Dateimanagers jederzeit eine vollständige Akte nachbilden:

  1. Kurznamen des Geschäftspartners im Suchfeld eingeben.
  2. Treffer nach Relevanz und Inhalt sortieren.

Nun finden Sie alle Dokumente des Kunden und der Geschäftsvorgänge untereinander, sortiert nach Relevanz und Inhalt.

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