Easily implement archivable annotations in PDF documents

January 27, 2022

The STEAG energy group uses the tia® H5 Viewer from KGS Software GmbH to provide PDF documents with maximum information content and optimally prepare them for archiving and system changes.  

STEAG and its more than 6,000 employees will soon be migrating to SAP S/4HANA. But before that happens, IT wants to ensure that all documents - some 20 million - are archived solidly, securely and, above all, with any notes retrievable. This sounds easier than it is, because in fact not only are three different ERP systems currently in use throughout the company, but above all the reproduction of archived PDF files and their annotations is proving difficult. It was only when he came across the H5 Viewer from kgs on the Internet that Uwe Pryka, the responsible project manager at STEAG, knew he had found a solution to his problem. Since then, a lot has happened not only for him - the main beneficiaries of the new software are the employees of STEAG's accounting department.

Clean archiving of document annotations
Pryka's idea was to reduce the maintenance effort for the SAP system in the long term during the company-wide changeover to SAP S/4HANA and to make processes simpler and more comprehensible. The reason for this approach is that an external service provider operates the STEAG SAP - as well as the archive. Pryka had high hopes for the introduction of a solution that ensures that annotations in the document, so-called annotations, as well as graphic elements inserted into PDF documents, can be easily processed, stored and retrieved: "Especially for the approximately 1,700 employees who regularly work with SAP, which include colleagues from the accounting department."
From the beginning, he placed great emphasis on the fact that such a tool should be easy to use. In addition, the history of the annotations was important to him and he wanted the option of being able to add individual functions or even graphical annotations. This was especially important in view of the stamping function of PDFs in accounting.  

In the meantime, the kgs solution has not only been expanded to include stamping functions, but individual annotation texts can also be written. A helpful mouse-over effect has also been programmed. "Anyone who hovers their mouse over an annotation can see who made the annotation - valuable information in the course of ongoing accounting processes," explains Pryka.
But his requirements profile for the tia® H5 Viewer goes beyond these usability aspects. The most important thing was that the annotations and graphical elements generated in the H5 Viewer could be easily stored and archived. Pryka: "The kgs solution is perfect for our needs. It was easy to implement, is self-explanatory to use, and supports smooth and reliable archiving of annotations." As a result, he is ideally equipped - for his archiving project as well as the subsequent migration to SAP S/4HANA.

Satisfied users, lean processes & fast ROI
In addition to his own satisfaction, the feedback from SAP users and PDF users is also very positive. They welcome the fact that the tia® H5 Viewer has made it easier to add annotations to PDFs and also more sustainable at the same time.
For Pryka, the secure reproduction of PDFs and their annotations after archiving is a major benefit. In the course of the migration, document access will no longer take place via the DMS in the future, but only via SAP. Thanks to the H5 Viewer, all editing options for the PDFs will nevertheless be retained, which will streamline processes and reduce the risk of errors. With a volume of 20 million documents, this definitely carries weight.
"With the H5 Viewer, we got through the door absolutely lean," says the ERP specialist, describing the savings that result from kgs tia®. What is meant here is the fact that only license costs and a manageable operating budget are required for the H5 Viewer. "We have succeeded in taking a big step towards simplification and the future. The Viewer supports us in this quite significantly with its well thought-out architecture, stability and user-friendliness," says Pryka. 

About KGS Software GmbH

KGS Software GmbH, headquartered in Neu-Isenburg near Frankfurt am Main, has been the digital archive specialist for top companies worldwide for over 20 years. Data and documents from SAP as well as documents from other leading applications are migrated and archived using high-performance, lean software.

Under the brand "tia®" - the intelligent archive - the archive manufacturer has been uniting all kgs product modules into a common vision of the intelligent document archive since 2020. tia® stands for autonomous archiving, is connectable to any applications, storage solutions and cloud technologies and offers companies the single point of truth (SPoT) for accessing documents. Since 2005, kgs has certified ArchiveLink® and ILM interfaces for SAP worldwide and is a global SAP Value Added Solutions Partner.

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Johanna Zinn

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