Documents where they are needed
In everyday construction operations, invoices, delivery notes, receipts, evaluations, and technical documents are created daily. With IDA – Integrated Document Archive, this information is stored digitally and traceably – and is quickly available to authorized employees when needed in the business process.
In combination with BDS Baupaket V5, more than a digital storage is created: documents remain connected to the associated processes, postings, business partners, and projects. This shortens search paths, creates clarity, and supports the gradual move toward a paper-reduced office.
Directly connected to BDS processes
Internally generated documents such as journals, account sheets, or invoice copies can be archived directly without printing. External documents – such as incoming invoices, bank receipts, or delivery notes – are scanned centrally or decentrally, imported via interfaces or email, and properly indexed. Already digital files from Word, CAD, and other applications can also be imported and archived collectively.
The close integration into Baupaket V5 keeps the document and the related business process together. Documents can be accessed directly from the workflow via 'Show Document'; the traceable link between document and posting exists in both directions.
Quick research instead of long searching
Comprehensive indexing enables targeted searches according to multiple criteria – for example, by business partner, project, or period. Using the ImageViewer, specific questions can be answered quickly, such as: Which supplier invoices belong to a particular construction site in the first quarter?
This makes business documents, from vouchers to correspondence, available at any time and from any location, provided the appropriate permission exists. Notes, comments, and annotations can be attached directly to the archived document without additional paper filing.
Archive and workflows interact seamlessly
Electronic archiving is also part of the seamless process in BDS Workflows. In incoming invoice processing, a workflow can already start via scan or email; the associated documents remain accessible during further processing. In materials management, the BDS archive provides the required documents with a single click.
This way, Baupaket V5, workflows, and archiving complement each other into a traceable digital process: documents are not stored separately but remain connected to the respective task and underlying business process.
Documented in a legally compliant and auditable manner
Legal requirements differ depending on the country. In principle, digital archiving must store documents accurately and immutably, restrict access to authorized persons, and make documents available for audits at any time. Equally important is the seamless linking between document and posting.
The combination of IDA and BDS V5 supports these requirements for audit-proof and future-proof documentation. If the respective legal requirements are met, paper originals can be securely destroyed after digitization, and the physical filing process is no longer necessary.
Step by Step to a Paper-Reduced Office
The transition can be adapted to the organization of the company. Initially, selected outputs and documents are digitally archived, then external documents are integrated and additional electronic files are adopted. Employees can gradually develop their accustomed workflows until printouts are only produced where they are actually necessary.
The result is an organized workday with less paper, shorter search times, and reliably documented business processes.