Electronic accounting archives: advantages beyond "paperless"

In 2023, the Accounting Department of the Ministry of Finance, together with 9 ministries and commissions, issued the "Notice on the Electronic Voucher Accounting Data Standards (Trial Version)". Subsequently, paperless archive management pilots were launched across the country, and related policies were released one after another. As the last mile of enterprise financial digital transformation, the construction of an electronic accounting archives system is crucial. But in fact, digital archive management is by no means as simple as "paperless".

Paperless is a big step in archives management

The traditional archive management model uses paper as the basic medium and relies on manual processing and physical space storage. Whether in terms of cost, efficiency, or post-archiving usability, it urgently needs optimization.

UseThe first change after electronic accounting archives is that the archiving process "eliminates paper." Through deep integration with business-finance systems, voucher materials, ledger materials, report materials, etc. that need to be archived are collected, classified and assembled, and after data encryption and format file conversion, archiving is completed. In this process, compared with traditional archiving methods, paper usage is reduced by 70%, storage space by 40%, labor costs by 30%, and archiving efficiency improved by 80%. In the future, after fully digitalized e-invoices are fully implemented, printing volume will be further reduced, and archiving efficiency will be even higher.

Efficient use is the long-term advantage of electronic archives

The advantages of digitalization run through the entire lifecycle management of archives. Paperless archiving is not a one-time solution; scheduling, borrowing, and statistics after archiving are the advanced advantages of digital management.

UseAfter electronic accounting archives, borrowing archives is no longer limited by location. Online approval is all that is needed, and target files can be retrieved anytime and anywhere through categorized or precise retrieval in the system. Retrieval can be precise down to document detail tables and invoices, greatly improving review efficiency. This not only provides convenience for internal personnel, but also allows enterprises to quickly retrieve and provide materials to relevant institutions when responding to inspections.

Before the deadline of the borrowing application period, the system automatically sends a notification reminding timely return. Throughout the borrowing process, operation logs are fully retained and support real-time queries, making it clear who, when, and what operation was performed. At the same time, the system automatically generates multi-dimensional, comprehensive analysis reports to helpEnterpriseBetter understand archive conditions and better optimize management systems.

Source: internet

Beijing Kailing Technology Co., Ltd.——an enterprise business-finance-tax digitalization solution service provider.

Kailing Technology provides solutions for sales management systems, procurement management systems, output invoicing systems, input invoice collection systems, imaging management systems, financial posting systems, electronic accounting archives, fully digitalized e-invoice and Leqi interfaces and other businesses according to enterprise needs, professionally and efficiently helping enterprises transform and upgrade their business-finance-tax digital management.

If you have any business-finance-tax digital transformation needs, welcome to contact us. Beijing Kailing Technology will serve you wholeheartedly.