Microsoft Dynamics 365 Finance & SCM is one of the leading platforms for business software. In this blog article, we examine why Microsoft Dynamics 365 alone is not sufficient to meet the requirements for legally compliant archiving and why a supplementary archiving solution is necessary.
What is Microsoft Dynamics 365 used for today?
Microsoft Dynamics has established itself in particular for enterprise resource planning (ERP). It enables companies to optimize their business processes, maintain customer relationships and make business decisions based on real-time data.
By integrating various modules, companies can centralize sales, financial and operational processes with Microsoft Dynamics. The platform also offers tools for reporting, analysis and automation that enable companies to work more efficiently and remain competitive.
Why do I need an archive if I use Microsoft Dynamics 365 Finance & SCM?
Although Microsoft Dynamics 365 Finance & SCM offers excellent functions for managing business data, there are significant reasons why it is not suitable as an archive solution:
Lack of immutability
A key criterion for legally compliant archiving is the immutability of the data. Documents in an archive must be preserved in their original state, without the possibility of subsequent changes. However, Microsoft Dynamics allows data to be changed or deleted, which jeopardizes the integrity of the archived information.
Lack of reproducibility
Archived documents must be able to be restored to their original state at any time. However, Microsoft Dynamics does not guarantee that information remains consistent and unchanged over long periods of time, which can be problematic for compliance with legal archiving requirements.
Compliance challenges
Microsoft Dynamics does not meet all the legal and regulatory requirements that apply to archiving in many countries, including Switzerland, Germany and Austria. Companies must ensure that their archiving solutions comply with the relevant legal requirements in order to minimize legal risks.
Why an archive solution is also necessary
The primary strength of Microsoft Dynamics lies in the management and processing of business data in real time, but not in long-term, legally compliant archiving. To ensure that important documents are stored securely and unalterably over the entire retention period, it is necessary to implement a specialized archiving solution. These systems offer functions that go beyond what Microsoft Dynamics alone can provide, such as
- Long-term storage and integrity
- Audit trails for the traceability of changes
- Compliance with statutory retention periods
Integration of Microsoft Dynamics and digital archives is the ideal complement
Despite the limitations described above, Microsoft Dynamics can be an effective combination in combination with a specialized archiving solution. Tools such as swiDOC offer the option of automatically synchronizing documents between Microsoft Dynamics and the digital archive via open interfaces, ensuring legally compliant archiving without the need for additional manual processes.
In conjunction with FlexxStore, users of Dynamics 365 Finance & SCM not only ensure legally compliant archiving, but also benefit from extensive functions and options fully embedded in Microsoft Dynamics 365 Finance & SCM.
Conclusion
Microsoft Dynamics 365 is an excellent platform for managing business processes, but it is not enough to meet the requirements for legally compliant archiving. Companies that rely on Microsoft Dynamics should therefore definitely implement a supplementary archiving solution to ensure that their documents are secure, unalterable and available at all times.
