Trust, Security, and Compliance for Small and Medium-Sized Businesses

PROXESS develops and operates its solutions in accordance with high standards of quality, data protection, and security. Our certifications provide transparent and verifiable proof of this.

  • TÜV-certified, audit-proof archiving
  • GoBB-Compliant Data Processing
  • Software Made in Germany
  • Software Hosted in Germany

Our Certifications

TÜV Certification for PROXESS DMS

Verified GoBD compliance for maximum legal certainty

With the voluntary TÜV Saarland “Certified Archiving” seal of approval, our PROXESS DMS solution is certified to ensure that archived data, documents, and their contents can be stored reliably and in compliance with regulations.

Valid through: October 21, 2028

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TÜV Certification for HABEL DMS

Geprüfte GoBD-Konformität für maximale Rechtssicherheit

Geprüfte GoBD-Konformität für maximale RechtssicherheitMit dem freiwilligen TÜV-Gütesiegel „Geprüfte Archivierung“ des TÜV Saarland wird unserer Lösung HABEL DMS testiert, dass die archivierten Daten, Dokumente und deren Inhalte zuverlässig und compliance-konform aufbewahrt werden können.

gültig bis: 09.10.2027

Zertifikat herunterladen (PDF)

zum Zertifikatseintrag

Software „Made in Germany“

Development, support, and product management are handled in Germany.

Our PROXESS DMS solution has been awarded the “Software Made in Germany” seal of quality by the Bundesverband IT-Mittelstand e.V. (BITMi). This distinction stands for transparent development processes and local points of contact in Germany.

Valid until: December 31, 2026

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Software „Hosted in Germany“

Your company data remains in German data centers and is subject to German data protection laws.
With PROXESS’s managed services, companies can fully or partially outsource the technical operation of their DMS solutions. Standard deployment takes place via a data center in Frankfurt. Additional operating locations in Switzerland or the U.S. are available as options.

Valid until: December 31, 2026

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GoBD Compliance

In addition, we at PROXESS GmbH affirm in our own GoBD Declaration of Conformity that our DMS solutions comply with GoBD regulations when used correctly and with up-to-date procedural documentation:

GoBD Declaration of Conformity by PROXESS GmbH (PDF)

Excerpt from the declaration:
“Our PROXESS DMS and HABEL DMS software solutions enable users to implement and comply with the legal and tax requirements for correct and proper bookkeeping—in particular, the principles governing the proper maintenance and retention of books, records, and documents in electronic form, as well as data access…”

Frequently Asked Questions About Our Certificates

At its core, compliance means adhering to applicable laws and guidelines.

With regard to DMS systems, particular attention must be paid to retention requirements, data security, and data protection. In addition to general laws, the Principles for the Proper Maintenance and Retention of Books, Records, and Documents in Electronic Form, as well as for Data Access—known as GoBD for short—govern how electronically archived documents are to be handled. To demonstrate compliance with legal requirements, procedural documentation is necessary.

When it comes to the legal regulations governing DMS/ECM systems, a distinction is made between aspects of commercial law, tax law, and civil law.

Commercial Law
Under Section 257 of the German Commercial Code (HGB), merchants are required to retain relevant documents in accordance with generally accepted accounting principles (GoB) for a period of 10 years, as a general rule. Section 257 of the HGB also sets forth rules for the digital retention of documents.

Tax Law
According to Section 147 of the German Fiscal Code (AO), documents relevant for tax purposes must be retained for 10 years. Section 147 of the AO also contains rules regarding digitally stored documents.

GoBD
The current GoBD 2020 guidelines govern how electronically archived documents are to be handled. The GoBD 2020 replaces the previous version of the GoBD from 2015, as well as the even older GoBS and GdPDU guidelines. The GoBD focuses on the proper maintenance and retention of books, records, and documents in electronic form, as well as access to their data. The GoBD also requires the creation of procedural documentation.

GDPR
Effective May 25, 2018, the EU General Data Protection Regulation (EU GDPR) will also take effect. It establishes new rules governing the handling of electronically processed personal data and documents within the EU.

Zivilrecht
Im Zivilrecht gilt ein visuell archiviertes Dokument als „Gegenstand der visuellen Prüfung“. In solchen Fällen kann der Richter im Einzelfall entscheiden, ob er eine Reproduktion des Originals im jeweiligen Verfahren zulässt. Kann die Person, die das Dokument reproduziert hat, jedoch nachweisen, dass es sich sowohl bildlich als auch inhaltlich um eine originalgetreue Reproduktion des Originals handelt (z. B. durch Dokumentation des Verfahrens), wird das Dokument in der Regel zugelassen.

The GoBD supplement and clarify the general legal framework governing the proper handling of digital documents within a company. The GoBD 2020 were published in a letter from the Federal Ministry of Finance (BMF) dated November 28, 2019, and took effect on January 1, 2020. The GoBD also require the creation of procedural documentation.

We often talk about audit-proof or legally compliant archiving. This means that DMS solutions such as PROXESS DMS and HABEL DMS comply with GoBD regulations.

Supplementary Information on the Provision of Data Carriers:
At the request of the tax authorities, the audited company must also provide, as part of an audit, all structural information necessary for analyzing the data in a machine-readable format. In practice, this can pose some challenges. Therefore, the Federal Ministry of Finance (BMF) is providing this supplementary information on the provision of data carriers as a guide: 2019-11-28-GoBD-Supplementary-Information-on-the-Provision-of-Data-Carriers

The content, structure, and sequence of the relevant processes must be fully evident from the process documentation. The necessary elements of process documentation are therefore:

  • a description of the domain-specific solution
  • A description of the technical solution
  • a description of how program identity is granted
  • a description of how data integrity is maintained
  • User Instructions

Below are two samples of possible procedural documentation from the German Association of Tax Advisors:

Would you like to learn more about our security and compliance standards? Our experts would be happy to advise you personally.