Software > IT projects > Public administration seeks software for archiving old files

Public administration seeks software for archiving old files

IT project from: service provider (Germany)Project no. 20/2375: finished
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Mr. Dipl.-Ing. Olaf Kram
olaf.kram@softguide.de

Our financial administration currently uses a specific computer-assisted archiving system for old files. This application is to be replaced by an alternative system, as it is based on technology that is no longer up to standard, is not compatible with MS Windows 10, and its use is restricted to certain local computers. The aim is to have a uniform application that all relevant tax offices will use in the future, whereby each tax office will only be able to process its own files.

The software should meet the following requirements:

  • User and rights concept G
  • It should be possible to record and change users and their authorizations G
  • It must be possible to migrate old data. It must be possible to import csv files from the old application D
  • The application, including data storage, should be kept centrally at the authority seeking the software G
  • Access for tax offices within the state G
  • Access from the financial management software I
  • The tax offices should each be assigned a client area G
  • There should be an administration interface G
  • It should be possible to create and modify a table with tax office data G
  • The following information should be displayed in the table with the tax office data G
    • Tax office name
    • Tax office number
    • The first three digits of the tax number should then be generated from the tax office number.
  • It should be possible to create and modify a table with tax types. G
  • The application should be used to record the tax files stored by the tax offices. G
  • The file number is generated automatically when the data is recorded. G
  • The entry mask should contain the following fields. G
    • Tax number
    • Identification number
    • Last name, first name, date of birth, address of the taxpayer
    • Last name, first name, date of birth, address of the partner
    • Company name
    • Tax type
    • First assessment period available in the file
    • Last assessment period available in the file
    • First and last balance sheet date (year)
    • End of retention period
    • All years incontestable,
    • at least one year incontestable
    • Storage location with building, room, shelf, serial number, possibly Regi-Fix box number and contents
    • Comment
  • Two fields should be provided for entering the tax number. A three-digit field for the tax office number and an 8-digit field for the remaining details of the tax number G
  • The three-digit field for the tax number must be pre-filled with the tax office number from the tax office data
  • Name of taxpayer/company name should be a mandatory field G
  • The following options should be available for selection in the entry mask G
    • Income tax
    • Sales tax
    • Trade tax
    • Corporation tax
    • Findings
    • Penalty files
    • Appeal files
    • Deferral and remission files
    • Home ownership allowance
    • Balance sheet files
    • Bp files
    • Tax investigation files
    • Employer income tax files, advance sales tax returns
    • Depreciation tables
    • Multiple tax types
    • Multiple selections should be allowed
  • The tax type field is a mandatory field G
  • The file contents should be described in the “Comments” field as necessary G
  • The retention period must be entered manually. The field should be pre-filled with “3112Year” G
  • It should be possible to assign the disposal date 31122099 to archived tax cases that are not to be destroyed due to personnel provisionality. G
  • It should be possible to change the data records. G
  • It should be possible to search for data records.
  • The data record should be searched for using the tax number, identification number, taxpayer name/ company name or file number. It should be possible to enter one or more search criteria. G
  • If there are multiple search results depending on the selected criteria, all of them should be displayed. For each data record found in the search, the tax number, name, tax types, assessment periods, and file number should be specified. O
  • Destroyed files should not be displayed in the search results. G
  • It should be possible to note removed files in the program. G
  • It should be possible to record the date of issue, the name of the requesting employee, and the name of the department. G
  • It should be possible to generate a list of the files that have been removed. O
  • When the files are returned to the archive, the “Removed” flag should be deleted. The data on the removal should be retained (and no longer changeable).
  • It should be possible to identify the files to be discarded. G
  • There should be a separate search mask for evaluating the data records to be discarded.
  • Files that have been removed should not be taken into account when determining the files to be discarded.
  • It should be possible to generate and print a list of tax cases from the evaluation results whose retention period ends before the date entered in the search mask. The list should contain the fields:
    • File number
    • Tax number
    • Last name
    • First name
    • Tax type
    • First - last year
    • Disposal date
    • Comments
    • Notes - The “Notes” field is a blank field and is used for manual notes during the actual disposal.
  • The evaluation results must be kept as a separate file until the physical disposal of the files has been carried out. It must be possible to mark (delete) individual data records that have not been disposed of.
  • It should be possible to mark data records with the attribute “destroyed” if the files have been destroyed after the end of the retention period. This should be possible via manual entries as well as via the evaluation result. The disposal date must be entered
  • It must be possible to search for destroyed files
  • There must be a separate search mask for evaluating the destroyed data records. It must be possible to search for the data record using the tax number, identification number, taxpayer name/company name or file number, and it must be possible to enter one or more search criteria G
  • The search results should only display files for which the destruction flag is set.
  • For each data record found in the search, the tax number, name, tax types and assessment periods, file number, and disposal date must be specified. It should be possible to print out the search results.
  • It should be possible to reassign the file number of discarded files. G
  • The initiation of the reassignment of file numbers of discarded files must be carried out by personnel. G
  • After the personnel initiation, the smallest file number marked as destroyed should be displayed when new files are entered. G
  • It should be possible to initiate the reassignment multiple times. G
  • On-premises, local

Requirement type

G: General requirement I: Interface requirement O: Output requirement D: Data migration requirement

10-15 software workstations are planned.

Based on the specific requirements, the following solutions can be considered:

Project statistics

Quantity
Researched solutions 26
Selected potentially relevant solutions (of which published) 12 (4)
Sent e-mails (questions, queries) and telephone calls 66
E-mails received from vendors 12
Direct responses to the IT project 1
Responses classified as relevant 2