Digital archiving for companies

Securely manage business-critical documents

Structured capture, complete versioning and audit-proof storage – on a platform that meets compliance requirements in Austria.

Role-based access and traceable change logs ensure that every file remains traceable. Who changed what and when can be verified at any time. This way, the platform supports internal controls and external audits alike.

Enterprise Records Management

The platform consolidates the digital storage of business information in one central location. Instead of scattered repositories and insecure file shares, teams get a unified structure for contracts, invoices and internal policies. Permissions can be assigned per role, so confidential documents are only visible to authorized personnel. The integrated version history documents every change and thus provides the foundation for robust compliance management.

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Explanations and Scope

What does ArchivPro consider an audit-proof document?

For us, a document is considered audit-proof if it is stored unchanged, complete, and with a traceable history. Each version is saved with a timestamp, editor, and reason for change. Integrity is secured through checksums, making subsequent manipulation technically impossible.

Which retention periods are automatically monitored?

The platform stores industry-standard retention periods for business records, personnel files, and contracts. You can define individual periods for each document type. Before expiry, the responsible departments receive a notification so that a decision can be made on destruction or transfer to long-term archiving.

How are access rights specifically regulated?

Access is assigned based on roles: read, edit, approve, or delete. Each role is assigned to an employee or department. Permissions can be time-limited and are logged. Any change to rights is documented in the audit trail and can be retrieved at any time for compliance checks.

What happens during an external audit by authorities?

For audits, ArchivPro provides an export containing the required documents along with metadata and change history. The export is provided in a standardized format and can be handed over directly to the auditing body. Full traceability is maintained throughout.

How long are deleted documents retained?

Deleted documents are kept in a separate area for 30 days. Within this period, authorized persons can restore them. After this period, the data is permanently and irrevocably removed. This does not apply to documents with an ongoing retention obligation.

Which formats are supported for long-term archiving?

For long-term archiving, we recommend open, well-documented formats such as PDF/A, TIFF, and XML. These are adopted without loss of quality. Proprietary formats can be converted into an archive-suitable format before archiving. The conversion is logged and traceable.

The aforementioned regulations apply to all tenants of the platform and are regularly adapted to current legal requirements. In the case of deviating internal policies, we implement these individually.

Next step

Start the archiving process

Arrange a non-binding analysis of your current filing structure. We will show you which documents can be transferred in a audit-proof manner and what role-based approval should look like in your company.

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Inventory

View process

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Access model

Define roles

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Transfer review

Check criteria

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Archive plan

Set structure

Book a consultation

Support & Availability

Direct line to your archive team

Hotline for urgent requests

For technical issues or compliance questions, you can reach us on weekdays from 8:00 AM to 6:00 PM at 0680 8703202. Critical incidents are immediately escalated to the responsible department.

Written requests by email

Send your documentation or authorization requests to info@recordingrecords.com. We confirm receipt within two hours and process your request in the order it was received.

Service level for standard requests

We respond to regular support requests within 24 hours. For contractually bound customers, the response time is four hours during business hours – including a status update on the processing progress.

FAQ section for quick solutions

Our FAQ section directly answers many questions about role models, retention periods, or export functions. This way, you can avoid waiting times and get immediate, binding information on the most common topics.

Frequently Asked Questions About Digital Archiving

Answered briefly and clearly – without legal jargon. Here you will find the most important answers on records management, compliance, and secure storage.

What is the difference between document management and records management?

Document management handles the daily circulation of files – creation, approval, editing. Records management comes into play later: it defines which documents qualify as business-relevant records, how long they must be retained, and when they may be destroyed. Our platform covers both areas but keeps the processes clearly separate.
How long must business records be retained in Austria?

The statutory retention periods vary depending on the document type. Accounting records and invoices are generally subject to a seven-year retention obligation, while quotes or internal notes, for example, can often be kept for shorter periods. Our system stores the retention periods for each document category and reminds you in good time of upcoming deletions – so you stay within the requirements without having to track them manually.
What does audit-proof archiving mean in concrete terms?

Audit-proof means that a document cannot be altered unnoticed after it has been archived. Every change is logged with a timestamp, user ID, and the previous content. During an audit, it is therefore possible to trace exactly who changed what and when. Technically, we implement this via tamper-proof versioning that does not require special hardware.
Can we adopt our existing folder structures?

Yes. During onboarding, we take over your existing filing structure and transfer it into a uniform classification scheme. In doing so, we check which documents actually need to be archived and which can be discarded. The migration is carried out in coordination with your team so that ongoing operations are not interrupted.
How are access rights assigned?

Access is assigned on a role-based basis: each employee receives only the rights necessary for their own tasks. Department heads can grant approvals, the compliance department has read access to all logs, and HR only has access to its own processes. Permissions can be adjusted at any time and are regularly reviewed to ensure they remain up to date.
How do you ensure that our data remains in Austria?

The server locations are in Austria, and data processing is carried out exclusively in accordance with GDPR-compliant guidelines. We document all processing steps and, on request, provide the corresponding evidence for your own documentation. An export of your data is possible at any time – you remain the owner of your records.

Do you have a question that has not been answered here? Contact us directly

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