Integrating an Electronic Archiving System (EAS) with your existing business tools such as ERP, DMS, HRIS, or CRM platforms is essential for streamlining processes, ensuring regulatory compliance, and optimizing document management. Below are the key steps and principles for a successful integration.
Understand the Complementary Roles of Each System
ERP / HRIS / CRM:
These systems drive business processes such as accounting, human resources, or sales and generate structured documents like invoices, contracts, or payslips.
DMS (Document Management System):
The DMS manages the day-to-day handling of documents indexing, sharing, collaboration, and version control within the organization.
EAS (Electronic Archiving System):
The EAS ensures long-term preservation, security, traceability, and evidential value of finalized documents.
Use Standardized Connectors and APIs
Most leading ERP and DMS providers offer connectors or APIs that enable secure and seamless integration with market-recognized EAS solutions (e.g., Sage, SAP, Microsoft Dynamics, SharePoint, Alfresco).
These connectors ensure:
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Automatic extraction of finalized documents from the DMS or ERP.
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Secure transfer and archival into the EAS, including metadata and proof elements.
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Full traceability and confirmation of operations (acknowledgements, access URIs from ERP or DMS systems).
Automate and Strengthen Document Workflows
Automate the transfer of documents ready for archiving such as validated invoices or signed contracts from your business tools to the EAS. This reduces manual errors and prevents accidental omissions.
Establish metadata mapping to maintain consistency and coherence of information across systems.
Ensure Compliance and Security
Integration must uphold all legal and regulatory requirements (e.g., NF Z42-013, evidential integrity, confidentiality, retention periods).
Access control, traceability of actions, and exchange security should be guaranteed at every step of the process.
Benefits of a Successful Integration
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360° Visibility: Unified management of business data and documents, improving decision-making and compliance.
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Fewer Errors and Duplicates: Automated flows remove redundancy and minimize information loss.
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Increased Productivity: Faster access to documents and smoother, more efficient workflows.
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Enhanced Traceability and Security: Complete tracking of document lifecycles and strengthened compliance.
Practical Recommendations
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Choose interoperable, open solutions that integrate easily with your existing systems.
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Involve business, IT, and compliance stakeholders early in the design phase.
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Test the integration using real-world use cases before large-scale deployment.
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Document all procedures and provide user training for smooth adoption.
Contact Us to Learn More
Have questions, specific needs, or want to optimize your digital archiving strategy?
The Arclib team is ready to support you with a sustainable and fully compliant electronic preservation solution.
Build a lasting digital heritage – Contact us today.
