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1
- Introduction -

• COI-BusinessArchive for R/3 is the complete
  archive system for the secure, audit-proof
  long-term archiving of SAP R/3 data and records.

2
- Purpose ? -

• Completion of SAP R/3 with necessary archiving
  functions not supplied by SAP.

• Increase in SAP R/3 performance by- streamlining
  of the SAP databases- elimination of backup
  reload procedures.

• Elimination of tedious and time-consuming search
  within paper or microfilm archives.

• Long-term and audit-proof electronic storage of
  SAP data.

• Storage of SAP data and paper documents within
  one single archive.

3
- Which Data is Archived? -

• COI-BusinessArchive for R/3 stores data of
  various origin

4
- Which Data is Archived ? -

• Inbound document originals ...

early capturing

• ... are scanned.
• To comply with existing organizational
  structures, COI-BusinessArchive for R/3 supports
  the three capturing scenarios used in practice.

parallel capturing
late capturing

• Reorganization data ...

• ... are created when (older) data records are
  offloaded from the SAP database.
• By a simple SAP command these data records can be
  stored into the archive system and reloaded into
  the SAP database.

• Print data and outbound document originals ...

• ... are stored in parallel to their creation into
  the archive system.
• Complicated filing of individual copies or lists
  is eliminated.

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- Inbound Document Originals Early Capturing (1)
-

• All inbound records are captured centrally (e. g.
  in the mailroom), staple-scannedand archived.
• The optional COI-IntelliDoc automatically
  analyzes receiver, subject etc. for/of records.
• The booking in SAP R/3 is carried out at a later
  stage with the archived documents being routed to
  the relevant clerks by the SAP workflow.
• The originals are centrally filed.

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- Inbound Document Originals Early Capturing (2)
-

• The integrated knowledge base of COI-IntelliDoc
  supports early capturing by automatic recognition
  of document contents.

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- Inbound Original Documents Parallel Capturing
-

• The inbound originals are routed to the clerks as
  paper documents.
• There, the documents are scanned, archived and
  booked within a single process by the clerk.
• The originals are decentrally filed.

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- Inbound Document Originals Late Capturing with
Barcode -

• The inbound originals are routed to the clerks as
  paper documents and booked.
• In this process a distinct computer-readable
  identification, e.g. a barcode is attached to the
  document.
• The records are staple-scanned and then
  associated to the booking entry bytheir
  identification.

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9
- Where to Archive ? -

• All data to be archived is written ontooptical
  discs of jukeboxes.

• Possible media are- CD-ROM (Compact Disc -
  Read Only Memory)- WORM (Write Once Read
  Multiple)- MO (Magneto-Optical Discs).

• WORMs are subject to strict certification and
  therefore deemed as audit-proof.

10
- Retrieval Techniques ? -

• All documents can be swiftly and simply retrieved
  by using the familiar SAP user interface -
  irrespective of the data's "active" storage in
  the SAP system or "archived" storage within
  COI-BusinessArchive for R/3.

11
- Access and Licenses -

• COI-BusinessArchive for R/3 includes all
  necessary licenses

• A corporate license for the archive's access from
  SAP( for each SAP user seat).
• A user-independent scan and administration
  license.

administratorseat
SAP user seats
scan seat
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- Advantages -

• COI is certified SAP-Complementary Software
  Partner with directaccess to all SAP knowledge
  databases.

• Simple archiving of inbound and outbound
  documents as well as print lists and
  reorganization data.

• Access to all data from the familiar SAP user
  interface.

• Archiving in CD-ROM, MO or WORM jukeboxesif
  WORM is used, audit-proof and law-compliant
  archiving.

• Corporate license for archive access via SAP and
  a scan seat license are already included.

• COI-BusinessArchive for R/3 enables data access
  viaIntranet / Internet according to individual
  access rights.

13
- Benefits -

• Simple implementation and handling due to the
  standardized SAP-ArchiveLink interface.

• Performance optimization of SAP R/3 through
  offloading of older data and documents from the
  database.

• Substantially reduced research times for
  documents.

• Minimization of paper, space and
  archivingexpenditures through elimination of
  individualprint-outs, copies and lists.

• No organizational changes due to the support of
  all archiving scenarios.

• Complete use of all possibilities offered by SAP
  R/3 for archiving, workflow and document
  management, considerably increasing the return on
  investment for R/3.

• Investments in electronic archiving and document
  management areconsidered to be the safest in the
  IT business.

14
- Options -

• COI-BusinessArchive for R/3 can be enriched by
  the following options

COI-BusinessFlow
COI-BusinessFlow
COI-ArchiveLink Plus
COI-PDM-Link
COI-ImageShow
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- Option 1 COI-BusinessFlow -

• COI-BusinessFlow is a complete document and
  workflow management system.

• Benefits of the option

• Additional archiving of non-SAP documents, e. g.
  COLDdata (computer mass data) or drawings.

• Full document management functionalities for
  these documents status and version management,
  referencing, history tracking, ...

• Since ALL company-relevant documents are archived
  in ONE electronic archive, retrieval times are
  enormously reduced. Fast access - rapid
  processing!

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- Option 2 COI-ArchiveLink Plus -

• COI-ArchiveLink Plus transfers ALL document
  information from SAP to COI.

• Benefits of the option

• Research for all archivedSAP documents is
  possible irrespective of SAP R/3 availability.

• Support of all research scenarios, ranging from
  simple via structured research to the maximum
  comfort of full text search.

• Since ALL document information (creation date,
  title, author, ...) are kept within SAP and COI,
  research is possible via both systems.

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- Option 3 COI-PDM-Link -

• COI-PDM-Link connects engineering / CAD files
  with SAP document information.

• Benefits of the option

• Technical and commercial documents are
  electronically archived within an uniform system.

• Direct access is possible from SAP documents (e.
  g. part lists) to corresponding documents(e. g.
  construction blueprints).

• No break between commercial and technical
  business processes.
• Uniform archiving eliminates "archive islands".

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- Option 4 COI-ImageShow -

• COI-ImageShow is a special viewing module with
  redlining functionalities for scanned documents.

• Attachment of electronic notes and markers onto
  scanned SAP documents, without changing the
  originals.

• Additionally, also document files containing
  multiple pages (multi-page TIFFs) can be
  displayed.

original document (scanned)
with electronicnotes
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