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The “ecoDMS” software has been renowned for many years as the electronic document archive for long-term, legally compliant storage of all files and data. At the low-cost license price of 89 Euro incl. 19% VAT per simultaneous connection at full performance, the manufacturer offers a professional archiving system for everyone. ecoDMS is quick to install, can be used on any platform, and is easy to operate and flexible to configure. Archiving, managing and retrieving the stored data is childsplay with ecoDMS.

The software accommodates all documents that accumulate in a company or private household. Whether it is an invoice, a delivery note, a contract, a cover letter, a reminder, a drawing, a piece of music, a video or an image, ecoDMS has space for all files. The intelligent template designer enables automatic recognition and document assignment. If a file is archived and recognised by the system, ecoDMS automatically classifies it with the associated filing and access information. Therefore: Simply move the documents into the DMS and you’re done.

All users gain access through their desktop and web client. The archiving system’s modern design allows access from all end devices. Next to computer and laptop, these also include smart phone and tablet. The document search is simple and particularly user-friendly, as ecoDMS is like an internal search engine. Simply type in the search terms, confirm, and ecoDMS displays the matching results. For displayable file formats there is also a document preview.

With each archived document users can store classification information. This information helps structure documents and supports the user when searching for documents. In addition to the fully automated full-text recognition, users can also include the classification information in the search.

ecoDMS can be configured to suit individual requirements. The system can model company folder structures, document types, statuses and much more. In contrast to the conventional storage in a file system or even in a physical folder, archiving in ecoDMS is much more transparent and easier. Thanks to numerous filters, ecoDMS requires only few details in order to quickly retrieve a document. Therefore, folder structures in this software are very compact.

The ecoDMS archiving system has many useful features. Among those are version management, a document history, a notepad, various exporting functions, an inbox for scanned paper documents, a PDF editor, a clipboard, mail functions for sending files, a resubmission system, an elaborate backup and restore programme and much more.

ecoDMS is a state-of-the-art client-server system. Developed according to the latest technological standards. It is an efficient archiving system that easily fits into every system environment. Server, however, does not indicate a piece of hardware or an external storage system. It represents the main component of the entire system. It is directly installed on the customer’s PC, server or web server.

The server component is available for Windows, Ubuntu, Debian, Raspbian, Synology NAS and QNAP NAS via Docker. The desktop runs under Windows, Ubuntu, Debian and MacOS. Moreover, the web client can be used on any end device with a current web browser.

Apart from the traditional archiving functions, the full version also has MS Office, OpenOffice, LibreOffice, Thunderbird and Outlook interfaces. A PDF/A printer also forms an integral part of the archiving solution. All components are included in the one-time license fee of 89 Euro.
A licence is valid for the respective ecoDMS version and is permanent. Moreover, the licence has no restrictions on data volume. The licence fees are due only once. There are also no monthly or annual license fees. ecoDMS is said to be the cheapest system of all times worldwide.

For this and more information, visit www.ecodms.de. The software can be downloaded for free trial from the website. With a few clicks licenses of the full version can be purchased from the online shop.

ecoDMS GmbH from Aachen offers first class archiving software at fair prices. Companies and private individuals alike can use the “ecoDMS” document archive and the “ecoMAILZ” email archive for the long-term, legally conform storage of all documents, files and emails. Given the extremely fair licensing model, everyone can use this software. At a one-off license fee of 89 Euro per simultaneous connection for ecoDMS Archive and 49 Euro per user for ecoMAILZ, the products of the Aachen-based company are top of the low-cost archiving systems. The products can be purchased and used as a standalone solution.

Electronic Document Archiving with ecoDMS

Electronic document archiving with ecoDMS is more than just audit-compliant, long-term archiving of data. ecoDMS offers cross-company, cross-platform and cross-location access to all documents, information and data. Within seconds users can store, manage and retrieve incoming and outgoing documents in the archiving system. ecoDMS automatically allocates new documents based on classification templates. ecoDMS Archive manages all information that is available as or can be converted to a digital format. This includes invoices, contracts, cover letters, account statements, tables, multimedia files, drawings, orders, notes and much more. The metadata, classifications and contents of each file provide the necessary information for quick retrieval. To do so, ecoDMS offers intelligent search functions, including a full-text search. The archiving system automatically creates a full-text index when a file is archived. The system also has many more search and filter functions. A document preview allows the viewing of search results. The desktop client and the web client enable access to the database and the entire archiving system from a PC, smart phone and tablet. The system fulfils all requirements of a document archive. Apart from the many archiving and search functions, ecoDMS offers plenty more luxurious features. ecoDMS leaves nothing to be desired: It includes integrated version management, sending and exporting functions, a virtual clipboard for bundling documents, a flexible settings dialogue box where users can map their own structures and document types, an integrated notepad, an automatic resubmission system, gapless logging using a history, plugins for MS Office, OpenOffice, LibreOffice, Outlook and Thunderbird and a PDF/A printer for archiving from all printable third-party applications. The system processes are compliant with auditing standards. It complies with and fulfils the rules and requirements of the GDPR and the Generally Accepted Principles of Computerised Accounting Systems in Germany. For private individuals the software is available for free in a slightly restricted Free4Three version. A license of the full version of a purchased ecoDMS version is paid for once and is then valid for an unlimited period.

Free trial

Automatic Email Archiving with ecoMAILZ

The ecoMAILZ email archive is designed for long-term, legally compliant and fully automatic archiving of incoming and outgoing emails. ecoMAILZ retrieves all emails directly from the mail server and automatically stores them in the mail archive. The two-step archiving concept of this software opens new possibilities for archiving emails. At the same time, it ensures that privacy is protected. The software is quick to install and easy to operate. The web client enables access to all archived emails from any location with a computer, smart phone and tablet. The entire administration and setup is comfortable and easy through the web client. The integrated full-text search allows quick retrieval of emails. ecoMAILZ is legally compliant and fulfils the requirements of the GDPR. Optionally, ecoMAILZ can be connected with the ecoDMS document archive. This requires a plugin which is integrated in the archiving solution. The solution also contains plugins for MS Outlook and Thunderbird to monitor the archiving status in the mail client. The software can be tested for free with up to 3,000 emails. The fee for the full version includes updates and upgrades over a period of 24 months. A user can archive and use several email accounts.

Free trial

For this and more information, visit the ecoDMS GmbH website at https://www.ecodms.de.

The archiving systems of ecoDMS GmbH allow the long-term storage and protection of all documents, data, information and emails in a central archive. The state-of-the-art technology of the archiving solution offers access from all platforms and any location to all relevant files. Secure, legally compliant long-term archiving protects data from manipulation and loss and minimises the legal risks when storing data. Central access to the archive enables users to archive, manage and retrieve all incoming and outgoing documents from their computer, laptop, smart phone and tablet PC at lightning speed. Quick installation and user-friendly operation, flexible setup and a fair, low-cost licensing model and many more factors characterise the products from ecoDMS GmbH.

ecoDMS: Audit-Proof Scanning, Archiving and Management of All Documents

Being the lowest priced archiving system in the world, ecoDMS Archive is the standard for cross-platform, long-term, revision-compliant document archiving. The seventh generation of the successful DMS solution is called “ecoDMS Version 18.09 (apu)”. This has been on the market since October 2018. A license for the full edition is available for a one-time fee of 89 Euro incl. 19% VAT per simultaneous connection.

ecoDMS Archive is a modern, cross-platform client-server system for Windows, Ubuntu, Debian, Raspberry Pi, MacOS and Docker, including Support for NAS devices from QNAP and Synology. The web client also offers access to the archive from any platform, such as from a PC, laptop, smart phone or tablet, and from any location through an internet browser.

ecoDMS is used for database-assisted archiving of electronic documents. Paper and digital documents can be scanned, archived, managed and retrieved with ecoDMS using a central document archive. With just a few mouse-clicks, the documents are archived according to auditing standards, automatically full-text-indexed and, if required, also categorised without requiring user interaction. Intelligent document recognition automatically determines document affiliation and stores the files with the matching classification for the specified users.

The archive is easy to access within seconds via desktop client and web client. State-of-the-art search functions make searching for documents as easy as googling. The software is quick to install and easy to operate.

ecoDMS securely saves all data in containers and a database. No information is stored on third party servers, at ecoDMS GmbH or on the file system, where it would be easy to manipulate.

Go to ecoDMS

ecoMAILZ: Legally Compliant, Automated Email Archiving

ecoMAILZ is a standalone software for automatic, legally compliant email archiving. With the introduction of ecoMAILZ, users can archive all new and existing emails including attachments securely and directly from the email server. The user can specify the starting date for archiving emails.

ecoMAILZ offers import functions from different email servers and groupware solutions. Among these are Microsoft Exchange Server, Internet Message Access Protocol (IMAP), POP3 and the file system.

To comply with the legal requirements for email archiving and to simultaneously exclude emails that do not require archiving, ecoMAILZ works with a two-step archiving concept. During the archiving process, each message receives a status. In combination with a configurable examination period, users can manage the current archiving status in the Status dialogue box.

The ecoMAILZ container storage system offers the best possible security for storing, backing up and restoring all archived emails. A modern "Responsive Design" allows access to the email archive via web browser from a PC, smart phone or tablet. The archived emails can be retrieved quickly via the web client using full-text search. The software also contains a plugin to connect ecoMAILZ and the ecoDMS Archive.

The licence fee for ecoMAILZ is a mere 49 Euro incl. 19% VAT per user. The fee includes updates and upgrades over a period of 24 months. A user can archive and use several email accounts

Go to ecoMAILZ

The company from Aachen offers a unique sales model

ecoDMS sells its products through the internet. With just a few mouse-clicks, customers can purchase licences and support in the online shop. The software is immediately dispatched environmentally friendly via e-mail. Prior to purchasing, prospective users can always refer to the manufacturer's website for detailed information. All sales, price and product information are downloadable. The manuals describe in detail the installation steps, settings and functions of the products. Moreover, there are free videos and a demo version.

For more information visit www.ecodms.de

Go to Shop

ecoDMS GmbH is looking back at an exciting, interesting and, above all, very successful year. The company from Aachen achieved a huge success in 2018 with the two archiving solutions ecoDMS and ecoMAILZ. Revenue figures have again exceeded those of the previous year.

The IT solutions from Aachen allow convenient, low-cost and above all easy, legally-compliant archiving of all files and emails. A customer-friendly business model with fair prices and user-friendly features, developed at the highest level and according to state-of-the-art development standards, let user-hearts beat faster. Whether you are a private individual or a business customer - ecoDMS software concerns everyone.

Approximately 11,000 customers trust in the archiving systems of the company from Aachen.

In 2018, the company from Aachen won numerous new customers. More than 11,000 customers from different industries are already using ecoDMS software. In addition, thousands of private users are working with the free archiving solution “ecoDMS Free4Three”. The upward trend is continuing. The large interest in the archiving systems has not gone unnoticed by business people from the IT consulting environment. At the end of 2018, more than 1000 resellers have included the software products in their portfolio.

ecoDMS Document Archive

2018 successfully closes with the release of the seventh generation of the company’s document management system. ecoDMS version 18.09 (apu) initiates a new era of digital document archiving. The new Major release includes several new features and optimisations. These include a brandnew web client, which can be used on a PC, smart phone and tablet and which replaces the existing mobile apps; erasure functions according to the generally accepted principles of computerised accounting systems in Germany and GDPR; a PDF editor with stamp function; multi-sided text zone recognition within classification templates; an integrated icon collection in the Settings dialogue box and much more. This Major release has hit the nerve of users and the company from Aachen is continuing its success in the DMS world at full speed.

Following the motto “scanning, archiving, automating and retrieving” makes ecoDMS version 18.09 (apu) the perfect archiving system for private individuals, small to medium-sized companies and corporations. The clever combination of cross-platform and high-performance components, among which next to client and server are a PDF/A printer and plugins for Office and email applications, paired with full functionality, flexible settings, user-friendly interfaces and the lowest priced licensing model in the world make ecoDMS the number one archiving system.

A license for the full edition is available for an affordable one-time fee of 89 Euro incl. 19% VAT per simultaneous connection. Before making a purchase, users can test the software with a free trial edition. For private users, ecoDMS is free in the Free4Three Edition.

ecoMAILZ E-Mail Archive

The email archive ecoMAILZ has also been able to attract numerous new customers. The software allows legally compliant and fully automated archiving of all incoming and outgoing emails. All messages can be stored securely in a central archive and retrieved quickly on a PC, mobile phone and tablet. The emails are already loaded and full-text indexed by ecoMAILZ when they arrive on the server. ecoMAILZ does not require much configuration, which makes it a transparent email archive for everyone. Plugins for the cross-platform web client allow users to maintain an overview of the archiving status.

The licence fee for ecoMAILZ is a mere 49 Euro incl. 19% VAT per user. The fee includes updates and upgrades over a period of 24 months. A user can archive and use several email accounts.

Modern Distribution via Internet

ecoDMS sells its products through the internet. With just a few mouse-clicks, customers can purchase licences and support in the online shop. The software is immediately dispatched environmentally friendly via e-mail. Prior to purchasing, prospective users can always refer to the manufacturer's website for detailed information. All sales, price and product information are downloadable. The manuals describe in detail the installation steps, settings and functions of the products. Moreover, there are free videos and a demo version.

The ecoDMS version 18.09 (apu) document management system stores all documents securely and according to legal requirements in a central, digital document archive. The system complies with auditing standards and is aligned with the legal requirements of the generally accepted principles of computerised accounting systems in Germany and the GDPR. To comply with the generally accepted principles of computerised accounting systems in Germany and the GDPR, the current Major release of ecoDMS has received a new set of features. In a secure, multi-step process, released documents can be irrevocably removed from the archiving system in accordance with the specified retention period. Users created in the system can be removed if necessary, and their document and folder permissions can be transferred to another user. With the erasure of the user, all associated user information is anonymised in the archive.

Deleting Documents According to the Generally Accepted Principles of Computerised Accounting Systems in Germany (GoBD) and the GDPR

ecoDMS has a multi-step data erasure policy which is aligned with the legal privacy policies and the requirements of the generally accepted principles of computerised accounting systems in Germany. Documents can be moved to a virtual trash, from where they can be released for erasure by authorised users in accordance with the specified retention periods and then finally removed from the archive. With the irrevocable erasure of a file, all text information in the document history and classification is anonymised. In addition, the actual document is replaced by an erasure log containing a justification. User access to the log and its "classification remainders" requires special system permissions.

Legally Compliant Removal of Users

If required, users can be irrevocably removed. In this case permissions in classifications and folder structures are transferred to another existing user. This user can also be a group or a system permission. The erased user is then removed from all system processes. This also applies to user name entries in the document history. These are anonymised according to legal requirements.

Audit-Proof Archiving with ecoDMS

The ecoDMS archiving system fulfils the technical requirements for legally compliant, revision-secure archiving of all documents and files. Revision security in general, however, depends on many factors and can only be obtained by the company, which is using the archive. A substantial aspect in revision security is a technically revision-compliant archiving software, which includes professional setup and handling, correct assignment of permissions, regular data backup, and the implementation of correct internal workflows within the individual company. Furthermore, companies are required to document their processes according to the GoBD as proof for revision-security.

Number One in Document Archiving

ecoDMS has been the standard for professional document archiving for many years. This modern archiving system can be used for scanning, archiving, managing and quickly retrieving documents and information on a PC, smart phone or tablet. All documents can be archived, automatically full-text indexed and, if required, classified with a few mouse-clicks without requiring user interaction. ecoDMS uses intelligent template recognition to automatically determine document affiliation and stores the files in the correct place and for the specified users.

The archive can be accessed from any platform and location via desktop or web client. Integrated text recognition and numerous search functions make searching for documents as easy as googling. The entire system is quick to install and easy to operate. The software complies with legal and auditing requirements and includes a professional backup system.

This is just a small extract of the large range of functions of this software. The system is available at a low one-time price of 89 Euro incl. 19% VAT per simultaneous connection at www.ecodms.de and at more than 1000 resellers.

In an interview with the magazine "Chefbüro", our managing director Michael Schmitz answers questions about "Archiving: Good and inexpensive".

"It must not be the case that license costs of an archiving solution require 80 percent of the project budget.", says Michael Schmitz in interview.

We have made the complete interview available on our website for free download as a PDF file. It is only available in German.