Archive documents securely. Search in seconds. Access from anywhere.
Docuflair Archive
Find any document in seconds – no matter when or where it was archived. With audit-proof PDF/A format, full-text search via OCR and browser access from anywhere.
What is Docuflair Archive?
Docuflair Archive is an on-premises document management solution for audit-proof, long-term archiving. It converts documents into PDF/A format, applies OCR full-text recognition and stores files in a tamper-proof, revision-safe manner. Designed for SMBs, law firms, tax advisors and public authorities, Docuflair Archive enables web-based access from any device and delivers search results across millions of documents in seconds. All data remains on your own infrastructure -- fully GDPR-compliant.
Why Businesses Choose Docuflair Archive
Comprehensive solution for audit-proof archiving
Audit-Proof Archiving
Docuflair stores all documents in a legally compliant and tamper-proof manner.
Access from Anywhere
Web view via any modern browser without installing additional software.
Fast Document Search
Find documents in seconds through full-text (OCR) and metadata search.
Universal Formats
Archive virtually any file format, including emails and attachments.
Capture Documents
Multiple ways to bring documents into the archive
Direct Scan from MFP
Scan directly into the archive
Hot-Folder Import
Automatic folder monitoring
Email Inboxes
Automatic email import
Web Upload
Browser-based upload
API Interface
Software integration
Archiving That Thinks Ahead
Everything you need for professional archiving
Document Capture
- Direct scan from multifunction printer into the archive
- Extended metadata for additional indexing
- Document import via hot-folder & email inboxes
- Web-based document upload
Search and Document View
- Global document, content and metadata search
- Structuring and filtering options
- Access permissions at document level
- Web-based document viewer
Indexing & Storage
- Full OCR text recognition
- PDF/A long-term archiving as internal file format
- Version control and permission management
- Robust database-based storage
Extended Features
- Share documents within the archive
- Download documents (original, PDF, OCR)
- Direct printing from the archive possible
- Process optimisation through workflows
User Interface
Insights into the modern and intuitive Docuflair Archive software
Intelligent Document Search
Find documents via title, content, metadata and tags
Document Preview
View documents directly in the browser
More Than Just Archiving
Audit-Proof Archiving
Docuflair stores all documents in a legally compliant and tamper-proof manner.
Universal Format Support
Archive virtually any common file format, including emails and attachments.
Access from Anywhere
Through the web view via any modern browser, you have instant access without additional software.
Time Savings through Full-Text Search
Find documents in seconds through precise search via full-text (OCR) and metadata.
Easy Operation
Structure documents in virtual folders for easy transition from classic file storage.
Constant Availability
Download documents at any time in original or PDF/A format. Direct printing at MFP possible.
Cost and Space Savings
Digital archive saves significant costs and physical space compared to physical storage.
Seamless Integration
Transfer documents directly when scanning via MFP, document scanner or mobile devices.
Automatic Indexing
Important properties are automatically indexed, reducing manual work steps.
Share Documents
Securely share documents in the archive with colleagues and external partners.
Measurable Results
Average improvements our customers achieve after implementing Docuflair Archive
compared to physical paper archives
thanks to OCR full-text search across all archived documents
through PDF/A optimisation and intelligent compression
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Relevant for these industries
Docuflair Archive is particularly valuable for the following audiences
Government
eAkte with SHA-256 integrity proof and TR-RESISCAN-compliant scanning.
View industry pageRehabilitation
30-year patient files archived tamper-proof for liability protection.
View industry pageWhat makes archiving audit-proof? The 5 GoBD principles
The GoBD (German Federal Ministry of Finance, letter of 28 November 2019) define the five criteria for audit-proof archiving. Docuflair Archive covers all of them — the standard German tax authorities expect, applicable EU-wide for cross-border compliance.
1. Immutability
Documents are cryptographically hashed with SHA-256 after filing and stored with write protection. Any subsequent manipulation would be detectable through hash deviation — the basis for evidentiary power in tax audits.
2. Completeness
Automatic import via hot-folder, email inbox, MFP scan or API ensures no document gets lost. Gap-free journaling records every incoming file.
3. Traceability
Every archive action (creation, retrieval, export) is logged in the audit trail with user, timestamp and document hash. Auditors can reproduce any transaction.
4. Availability
PDF/A (ISO 19005) guarantees readability for decades — independent of software versions. OCR full-text search finds any document in seconds, even from scanned paper.
5. Orderliness
Role-based permission model, documented procedure rules and access logging meet GDPR and GoBD requirements for organisational control.
+ TR-RESISCAN for Paper
Need to scan paper documents as replacements per BSI TR-03138 (TR-RESISCAN) before archiving? Docuflair TR-RESISCAN brings original evidentiary weight into the archive and allows destruction of paper originals.
Retention periods at a glance (DE/AT)
How long must what be archived? The most common statutory periods overview.
| Document type | Germany | Austria | Legal basis |
|---|---|---|---|
| Invoices, accounting records | 10 years | 7 years | § 147 AO / § 132 BAO |
| Commercial & business letters | 6 years | 7 years | § 257 HGB / § 132 BAO |
| Contracts (after termination) | up to 10 years | up to 7 years | § 195 BGB / § 1489 ABGB |
| Personnel files (after leaving) | 3–10 years | 7 years | § 195 BGB / § 132 BAO |
| Patient records | 10–30 years | 30 years | § 630f BGB / § 51 ÄrzteG |
| E-invoices (XRechnung/ZUGFeRD) | 10 years | 7 years | § 14b UStG / § 132 BAO |
Note: This overview does not replace legal advice. Detailed deadlines by document type in the Document retention periods guide.
Frequently Asked Questions
Answers to the most important questions about Docuflair Archive
What does audit-proof archiving mean?
Audit-proof archiving means that the system stores documents in an immutable, complete, traceable, tamper-proof and long-term readable manner. The five principles come from the GoBD (German principles for orderly electronic bookkeeping) and apply to all tax-relevant documents.
What does GoBD mean and who is affected?
GoBD stands for "Principles for the orderly management and storage of books, records and documents in electronic form, and for data access" — Federal Ministry of Finance letter of 28 November 2019. Affected are all businesses subject to bookkeeping and record-keeping obligations in Germany, including freelancers, sole traders and GmbHs. In case of violations, the tax office can reject the bookkeeping and estimate — with penalty surcharges of up to 10% of the tax.
How long must invoices be archived in Germany?
Invoices and accounting records must be retained for 10 years in Germany (§ 147 AO, § 14b UStG), and for 7 years in Austria (§ 132 BAO). The period begins at the end of the calendar year in which the last entry was made. This also applies to e-invoices in XRechnung or ZUGFeRD format — the structured data must be archived unchanged. Full table: see retention periods above.
What's the difference between PDF and PDF/A?
Regular PDF can contain external fonts, dynamic content, encryption or form fields — all risky for long-term archiving because it might not be readable in 20 years. PDF/A (ISO 19005) embeds all fonts and resources, prohibits unsafe features and guarantees unchanged display over decades. GoBD, TR-RESISCAN and the e-invoicing mandate require PDF/A or equivalent long-term formats.
How does audit-proof differ from simply archived?
"Simply archived" just means: stored somewhere. Audit-proof additionally meets the 5 GoBD criteria: immutability (hash/WORM), completeness (gap-free), traceability (audit trail), availability (10-year readability) and orderliness (roles & logs). Only audit-proof archiving withstands a tax audit.
Can I destroy paper originals after scanning?
Yes — if the scanning process follows BSI TR-03138 (TR-RESISCAN) and a process documentation exists. So-called "substitute scanning" is legally permitted in Germany and recognised by tax authorities. Docuflair TR-RESISCAN maps the required process — afterwards documents land audit-proof in Docuflair Archive.
Why is the PDF/A format used?
PDF/A is an ISO-standardised long-term archiving format (per ISO 19005). It ensures that documents remain readable and unchanged for decades to come.
How is it ensured that documents cannot be changed afterwards?
The system protects documents against changes after saving - for example through hash values, digital signatures or the exclusion of write access.
Can scanned paper documents also be archived in an audit-proof manner?
Yes, the system converts scanned documents to PDF/A, optionally processes them with OCR, enriches them with metadata and then archives them immutably.
How is access to archived documents regulated?
Through a role-based permission system. Every access is logged.
How is it ensured that archived documents remain readable long-term?
Through the use of PDF/A, regular integrity checks and if necessary migration strategies for format or system changes.
Is full-text search possible in archived documents?
Yes, through OCR-captured content and/or indexing - even if they originate from scans.
Can archived documents be exported (e.g. for tax audits)?
Yes, the system offers export functions including audit logs and metadata.
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Learn moreSecure your documents in a legally compliant manner
See in 15 minutes how you can archive every document audit-proof and retrieve it with full-text search.