4 a closer look at saperion ecm contract records - Saperion AG

Requirements
3.2 Requirements for regulatory compliance
Of course, purely technical issues are not the only requirements for ensuring productive
use of an electronic contract records solution.
Contracts may contain confidential information. So naturally having ways to protect
sensitive information is essential. These range from revision- and falsification-proof
archiving of documents, to the fundamental requirement that only truly authorized
persons may access contract documents, to destruction of data in accordance with
legal requirements.
The following sections explore these aspects in greater detail, particularly in terms
of legal foundations.
SAPERION ECM Contract Records
facilitates regulatory compliance
Proper storage
Since the solution is based on SAPERION ECM, the overall solution complies with
pertinent accounting regulations. Of course, this depends on configuration of relevant
processes and description of those processes in the process documentation.
With these conditions in place, there is no reason not to destroy paper copies of
documents that accompany the contract. Signed contracts themselves, though,
should probably be retained in paper form, depending on the results of a risk analysis.
Protection from unauthorized access
SAPERION ECM Contract Records includes differentiated access management features
to protect against unauthorized viewing of records. This results in significantly
higher security than is possible with paper-based depositories.
One person at the company, the system administrator, has global rights to access
all of the data. Generally speaking, the system administrator should be a highly
trusted person at the company and his or her employment contract should contain
relevant clauses that regulate this role. The administrator controls access by determining
which users or groups of users are included in access lists.
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