Legally compliant, digital archiving solution at PostFinance

Application requirements

As part of the renewal of the archive infrastructure, PostFinance AG decided to develop a solution for digital archiving. This is to be used for internal documents that are not directly related to the provision of services. The tool serves the purposes of archiving, filing, sharing and locating internal documents and is used for documents subject to mandatory archiving and/or of relevance to business.  The solution ensures legally compliant digital archiving and fulfils the service provider’s regulatory requirements concerning document administration and storage. The main demand placed on the conversion software is PDF/A conversion and validation with as few errors as possible. The reliability of the 3-Heights® Document Converter during the test phase and the many installations at reputable corporations already making successful use of the software are factors that the responsible managers at PostFinance AG found compelling.

Customer benefits

The inclusion of the 3-Heights® Document Converter guarantees legally compliant, long-term electronic storage of internal documents such as minutes, memos, specification documents, partner contracts, etc., that are created and administered by automated office equipment. Documents previously had to be archived either on microfilm or by hand. Today, around 250 employees use the archiving solution, and the central storage office can access archived documents at any time. The 3-Heights® Document Converter has proved to be a reliable solution in everyday use with regard to the quality of PDF/A conversions.

Implementation

The solution is largely based on SharePoint, EMC Celerra and the 3-Heights® Document Converter. The archiving process for internal documents is triggered by the publication of a main version in SharePoint. The document is converted to PDF/A format and delivered to EMC Celerra within the scope of a dispatcher job.