The term "print archive" refers to a central repository where all printed documents of a company are digitally stored and managed. This can include printed receipts, invoices, reports, and contracts. A print archive enables companies to systematically archive printed documents, allowing them to be quickly retrieved and used for legal, administrative, or operational purposes when needed.
Typical software functions in the area of "print archive":
- Document Management: Systematic capture and categorization of printed documents, including metadata and search functions.
- Full-Text Search: Enables searching for specific information within archived documents.
- Access Control: Management of user rights to control access to sensitive documents.
- Versioning: Tracking changes and storing different versions of a document.
- Backup and Recovery: Automatic backup and recovery of archived documents in case of data loss.
- Integration with Printing Systems: Direct connection to printers and multifunction devices to automatically archive documents after printing.
Examples of "print archive":
- Invoice Archive: Storage of all printed invoices for tax and accounting purposes.
- Contract Archive: Archiving of printed contracts for legal tracking and compliance.
- Report Archive: Filing printed annual reports or financial reports to preserve historical data.
- Minutes Archive: Collection of printed minutes from meetings or conferences for later reference.
- Certificate Archive: Archiving printed certificates and licenses for quality management and audits.
- Correspondence Archive: Storage of business correspondence that has been printed in physical form to document customer relationships.
