Kailing Electronic Accounting Archives: Streamlined Operations, Creating a New Model of Paperless Archive Management

To implement the relevant requirements of the Accounting Law of the People's Republic of China, the Ministry of Finance issued the Work Specifications for Accounting Informatization and the Basic Functions and Service Specifications for Accounting Software.

In Chapter 2 of the "Work Standards for Accounting Informatization," Articles 29, 30, and 31 further clarify the management requirements for electronic accounting archives for enterprises.

Article 29 Units with the necessary conditions should promote paperless and automated processing throughout the entire process of receiving, generating, transmitting, storing, and archiving electronic accounting vouchers.

Article 30 An entity may, under conditions of clear rights and responsibilities and ensured information security, entrust one or more accounting data processing steps to a qualified third-party platform for intensive and batch processing, so as to reduce costs and improve efficiency。

Encourage third-party platforms to explore one-stop, aggregated service models.

Article 31 Entities shall, in accordance with national regulations on electronic accounting archive management, establish and improve management systems for the formation, collection, organization, and archiving of electronic accounting materials and the custody, statistics, utilization, appraisal, and disposal of electronic accounting archives, adopt reliable security protection technologies and measures, ensure the authenticity, integrity, usability, and security of electronic accounting archives during transmission and storage, and strengthen the archiving of electronic accounting materials and the management of electronic accounting archives。

Structured data files of accounting entries that comply with the accounting data standards for electronic vouchers shall be archived synchronously with the electronic accounting vouchers。

I. Background and Importance of Kailing Technology Electronic Accounting Archives Management System

In addition to the two new rules, relevant authorities have continued in recent years to vigorously promote Leqi pilots through multiple measures and deepen the pilot of electronic voucher accounting data standards. Under such a major trend, digitalization, paperlessness, automation and intelligence will undoubtedly become key development directions for enterprise business-finance-tax management in the future. Therefore, for enterprises, business-finance-tax digital transformation is both very necessary and extremely urgent. Kailing Technology closely follows the development trend of the times and, around national policy requirements, carefully builds a series of business-finance-tax digital solutions to help enterprises improve operational efficiency, reshape business-finance-tax management processes, and achieve cost reduction, efficiency improvement and centralized managementmanagement.

II. The General Current State of Electronic Accounting Archive Management

1.The system is incomplete, and related responsibilities are not clearly defined, causing archive management work to frequently be misaligned, overstepped, or absent.

2.Insufficient staffing leads to a lack of standardization in archive classification, filing, and management, which in turn affects the accuracy and completeness of archive materials.

3.To improve the level of archive management, enterprises need to establish dedicated archive rooms and implement protective measures such as fire prevention, theft prevention, and moisture prevention to ensure that archival materials are properly preserved.

4.Archive consultation methods are relatively backward, with many still completed manually, causing some precious documents and files to inevitably suffer damage during repeated access.

III. Solution of Kailing Technology Electronic Accounting Archives Management System

Kailing Technology's electronic accounting archives management system follows national archives management standards and closely aligns with enterprises' digital transformation needs, enabling paperless, standardized, normalized, and professional management of electronic accounting materials generated by enterprise accounting systems and other business systems (including accounting archives such as accounting vouchers, accounting books, accounting reports, and other accounting materials). The system supports four-property testing at multiple stages and can produce visual four-property testing reports, comprehensively covering the full lifecycle management of electronic archives, including collection, organization, appraisal, custody and statistics, retrieval and utilization, and compilation and research.

Specifically, the four-property detection can detect the authenticity, integrity, usability, and security of archives at each stage, ensuring that the collected data is untampered, complete, and valid. The paper-electronic parallel intelligent archiving function supports online automatic collection of archive information, realizes automatic association and matching between collection objects and collected files, and completes the full-process intelligent operations of paper-electronic archive component assembly, volume assembly, classification, and numbering. In terms of archive borrowing, the system supports multiple retrieval methods, realizes online borrowing and approval of paper-electronic archives, and automatically urges return when due, fully ensuring the security and convenience of archive borrowing. In addition, the system ensures archive security through multiple technologies, supports CA electronic signatures and signature verification, ensuring the authenticity and security of accounting materials; at the same time, it supports encrypted electronic seals, improving the legality and authenticity of archives during use and circulation.

IV. The value Kailing Technology Electronic Accounting Archives Management System brings to enterprises

1.Digital transformation, achieving closed-loop management

Kailing Technology Electronic Accounting Archives Management System helps enterprises achieve comprehensive digital transformation, moving from traditional paper archive management to a new stage of efficient digital management. Through precise management of electronic accounting materials, it builds a complete closed-loop system. From the generation of accounting vouchers to the registration of accounting ledgers, and then to the preparation of accounting reports and the organization of other accounting materials, every link is under strict system monitoring to ensure data accuracy and completeness. Enterprises can grasp the dynamic changes of financial information in real time, promptly discover problems and make adjustments, realize full-process closed-loop management of financial management, and provide solid data support for enterprise strategic decisions.

2.Optimize processes and improve work efficiency

This system deeply optimizes the archive management process of enterprises. Traditional archive management often requires a large amount of manpower and time for classification, archiving, and retrieval, while Kailing Technology's electronic accounting archives management system realizes automated operations, greatly improving work efficiency. Functions such as automatic collection, classification, and numbering of archives make archive management more standardized and efficient. At the same time, support for multiple retrieval methods allows enterprise employees to quickly and accurately find the archives they need, saving valuable time. In addition, online borrowing and approval functions, with automatic reminders for return near expiration, further simplify the archive borrowing process and improve work efficiency.

3.Reduce costs and improve economic efficiency

Adopting Kailing Technology's electronic accounting archive management system can significantly reduce enterprise costs. On one hand, it reduces the use of paper archives and lowers expenses for paper, printing, and storage. On the other hand, automated management processes reduce labor costs, improve work efficiency, and indirectly create economic benefits for enterprises. At the same time, the system's full lifecycle management of archives ensures archive security and usability, reducing economic losses caused by archive loss or damage.

4. Ensure worry-free archive storage security

The secure storage of archives is an important part of enterprise financial management. Kailing Technology's electronic accounting archive management system uses multiple technologies to ensure the security of archive storage. CA electronic signature and signature verification functions ensure the authenticity and security of accounting materials and prevent data tampering. Encrypted electronic seals improve the legality and authenticity of archives during utilization and circulation. In addition, for electronic systems, there are also comprehensive security measures such as fire prevention, theft prevention, and moisture prevention, providing all-round protection for archive storage, so enterprises do not need to worry about archive security issues.

5.Efficient archive utilization with full traceability

The system supports efficient use of archives. Enterprise employees can quickly find the required archives through multiple retrieval methods, improving archive utilization. At the same time, the system fully retains traces of the archive usage process, with detailed records of every review, borrowing, and modification, providing strong traceability. This not only helps enterprises strengthen archive management and supervision, but also quickly identifies responsible persons when problems arise, safeguarding enterprises' legitimate rights and interests.

6.Achieve group control, promoting data sharing

For group enterprises, Kailing Technology's electronic accounting archives management system is of great significance. It can achieve unified group control over subsidiaries, ensuring standardized and accurate financial data. Through the system's data sharing function, enterprises within the group can quickly share electronic accounting archives information, improving information transmission efficiency and providing strong support for the group's strategic decisions and resource integration. At the same time, the system can also help group enterprises strengthen supervision and management of subsidiaries and prevent financial risks.

Kailing Technology provides enterprise business-finance-tax digital product lines according to enterprise needs:

Solutions for businesses including sales contract management system, procurement contract management system, fully digitalized Leqi interface project, output automatic invoicing system, employee expense control and reimbursement system, input VAT invoice management system, supply chain collaborative reconciliation system, image OCR recognition system, automatic financial bookkeeping system, and electronic accounting archives system, professionally and efficiently supporting the transformation and upgrading of enterprise 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.