Starting from February 1st ERP System Electronic File Archiving Specification establishes rules for enterprise data management
In the current era of surging digitalization, the process of informationization transformation in enterprise operation and management is accelerating. ERP systems, as the core resource management tool of enterprises, generate massive electronic files every day. In order to properly preserve and efficiently utilize these precious data assets, and achieve seamless integration with the archive system, the industry is eagerly awaiting the implementation of the "ERP System Electronic Document Archiving and Electronic Archive Management Specification" (DA/T 104-2024) on February 1, 2025.
The birth of this standard embodies the hard work and wisdom of numerous experts, scholars, industry elites, and relevant departments. It conducted in-depth research on the actual needs of enterprises of different sizes and industries, whether they are large multinational corporations or thriving small and medium-sized enterprises; Whether it is traditional industries such as manufacturing, finance, and services, or emerging technology startups, they can find guidance that fits their own business characteristics.
From the perspective of applicable enterprise types, the standards fully consider the differences in organizational structure, business processes, and degree of informatization among various types of enterprises, striving to achieve a perfect combination of universality and pertinence. Whether it is a complex and diverse group enterprise or a small company focused on a single field, they all have a clear direction for electronic file archiving.
In terms of business categories, the standards cover various key business processes involved in ERP systems such as sales, procurement, production, finance, and human resources. Taking procurement business as an example, a series of electronic documents including supplier inquiries, purchase order generation, goods acceptance forms, and payment vouchers have been clearly defined with detailed archiving scope and precise management requirements, ensuring that the data of each business node can be fully retained and traceable at any time.
The definition of archiving scope is even more meticulous, including not only structured data such as conventional contracts, reports, and vouchers, but also scientific suggestions for archiving unstructured data such as emails, instant messaging records, and system logs, so that all aspects of enterprise data assets can be included in the standardized management track.
In terms of management requirements, strict standards have been set for the authenticity, integrity, availability, and security of electronic files. From file generation, transmission, storage to utilization, every link has rigorous control measures to prevent data tampering, loss or leakage, safeguarding the data security of enterprises.
It is particularly worth mentioning that the carefully constructed standard framework is like a bridge, smoothly connecting the ERP system and the archive system. The difficulties faced by enterprises in archiving electronic documents and the disorderly integration of archive systems in the past will be effectively resolved, achieving orderly flow and efficient sharing of data between different systems, and greatly improving the overall operational efficiency of enterprises.
As February 1st approaches, the business community, archive management industry, and even the entire information technology field are full of expectations. The implementation of this standard will undoubtedly become a key driving force for promoting the digital transformation of enterprises, leading us into a new era of more standardized, efficient, and intelligent digital archive management, and laying a solid data foundation for the sustainable development of enterprises. Let us witness this milestone moment together and embrace the new future of digital archive management.
