The paperless office has a number of advantages:

• Secure, simultaneous access to all information from anywhere within the IT infrastructure
• Logging of events involving access and changes to data
• Synchronization of electronic data and hardcopy files no longer required
• Long-term archiving of all data requiring very little space

In the application, this function takes care of the following work aids no longer needed in the paperless office:

• attaching yellow stickers to files
• attaching notes to paper files
• leaving (telephone) memos on a colleague's desk
• writing to-do reminder notices

The The Memo Function handles the distribution of information, texts, to-do reminders and attachments.

The Memo function is always available by using icon .

Only future-proof formats may be used for long-term storage of data. Considered future-proof in this context is the PDF/A (ISO 19005-1) format. To ensure compliance, attachments are checked each time a contract is processed. If a format fails to comply with the PDF/A standard, then the application issues a warning and the user is given the option to attach a PDF/A file, in addition to the original file, for example, via the transaction “Attaching an incoming message”, which is available in every business sector. Example: LETATT (Attaching an Incoming Message).

To provide an overview of a contract in the paperless office, info transactions are available for the contract. They display all the contract data as well as the orders and transactions processed. The “Order” panel displays existing orders for the contract in a tree structure.

Scanning of incoming documents must be performed outside the application. Once they have been scanned, the documents can be retrieved as incoming messages and processed.

Archiving for the purpose of long-term storage and back-up can either be done manually, via Archiving Contract Data (CONCCA), or alternatively as part of an automated workflow using an archiving service. This service is not available from within the product, but is compiled on a project-specific basis.

During the archiving process, all outgoing documents are also saved in PDF/A format.