We are an international company that develops, designs, and distributes household appliances and equipment (e.g., for living rooms and kitchens). Our product range also includes outdoor equipment. We manufacture our products abroad. To make our business management more efficient, we are looking for document archiving software for our accounting department.
The software should meet the following requirements (must / can - feature):
- Constant availability and access options - to be able to retrieve data and documents more quickly and easily, e.g., during tax audits or financial audits must
- Costs - should have the shortest possible amortization period must
- Quality - e.g., minimal susceptibility to malfunctions must
- Sustainability – e.g., must be adaptable to company growth
- Capacity – the number of documents that can be posted within a period must
- Savings – must not result in higher costs or time expenditure than before
- Authorizations – only certain people should be able to access the software can
- Modifiability – additional, related attachments should be able to be archived with the already archived document must
- Link to the merchandise management system – one-time comprehensive archiving of documents would be practical can
- Flexibility of the provider – in the event of problems with the software, quick response from the provider must
- Preferences of providers - if the software of a provider in the regional vicinity has already been introduced in companies, then company tours could be carried out can
- Standardization - the more standardized the respective programs are, the more uniform the contact persons, contracts, and framework conditions can be
- Different archiving periods – as there are different partner countries, there are also different archiving periods => the retention periods should be staggered, as we work in different countries (Germany, Austria, Switzerland, and France) – we have 10 clients, one each in Austria, Switzerland, and France; the rest are in Germany. This would be a very important point for us, as the retention periods are regulated by law and there are differences between the various countries. must
- The provider also supplies a suitable or compatible scanner. can
The number of users should be around 10, i.e. approx. 10 software workstations. Work is carried out in an MS Windows system environment.