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Come to stay: AI-based archiving

Hardly any other technology comes close to the power of artificial intelligence (AI). AI is a paradigm shift that both the economy and society are currently undergoing.
KGS Software GmbH
January 28, 2025
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This text has been automatically translated from German to English.

What makes this new technology so special is not least its diversity, flexibility and disruptive power. Even on a small scale, it can make a big difference, for example when analyzing large volumes of archiving data.

The examination of structured and unstructured data in company archives is not only a promising approach, but also a practical introduction to the topic of AI. Modern concepts and software solutions can already be used to create barrier-free, legally compliant data pools, the intelligent use of which can be a real game changer.

The reason: these data pools are real data gold, because their basic data can be enriched with additional information using AI so that they are more meaningful and valuable than before. For example, it is not only possible to identify whether the content is relevant to data protection and subject to corresponding retention periods, but these storage conditions can also be stored automatically.

It is also possible to simplify complex processes using AI and save resources. Modern archiving solutions are aware of this data gold. And when it comes to archiving in particular, compliance is the number one priority. But take appropriate security precautions. A good start in the world of AI with regard to archiving is the creation of a single point of truth (SPoT) in the system landscape. This merging of different worlds, such as SharePoint and SAP, cloud and on-premises, archiving and document management, forms the basis for the best possible outcome when interacting with AI. This integration character is what makes it so valuable for companies.

The top benefits of intelligent archiving platforms

  1. Efficient archiving through AI-based input management. Many companies today rely on SAP; this system brings the data into the company, where it is processed, used or archived. Archiving systems that are seamlessly integrated into SAP process this data unnoticed in the background, so that users are hardly aware of it. They are stored via a central data point and form the optimum basis for efficient data management in the future.
  2. Data enrichment for maximum efficiency. Functions that ensure fast and centralized management of scan profiles and licenses (e.g. tia Scan) or make documents from a wide variety of sources usable in SAP (e.g. tia Document Router) support the intelligent processing of incoming documents. The AI automatically analyzes, classifies and enriches the documents with metadata. The automated processes reduce time and costs, increase the quality of data and workflows and even enable the processing of unstructured data that was previously useless. This now structured information can be used seamlessly by the company's own AI systems.
  3. Process integration: Archiving meets process automation. Archiving solutions that integrate the documents enriched with information into SAP processes bring further benefits. For example, links to relevant processes can be created automatically, but can also be customized. This makes it easier to break down silos, creates transparency and helps companies to be compliant. In addition, data access and networking become easier, which speeds up processes and facilitates collaboration.

Productivity and quality assurance in software development

Modern software companies also rely on the new technology in product development and quality assurance. KGS Software GmbH is no exception. The developers primarily use AI to create and expand codes more quickly. At the same time, it helps them to adapt new technologies more quickly. The AI acts like a virtual consultant: when codes are written or improved, the AI provides customized suggestions that are tailored to the specific situation and the code in question. Access to knowledge has also become faster for the development team. In the past, it was often necessary to work through extensive documentation to find solutions, but now the AI is consulted and the developers receive concrete examples or solution approaches.

Good experiences have also been made with AI in quality assurance, for example in the automatic generation of unit tests. With the support of AI, such as GitHub Copilot, automated tests can be created more efficiently, making the QA team more productive and giving the software manufacturer more options to perform tests on a larger scale. Because automated testing is a critical part of kgs' cloud-native product line, having hundreds of automated tests helps ensure that the software runs as stable as possible and that the product is continuously improved.

Thanks to AI-supported tests, scenarios can now be played out that go far beyond conventional approaches and make the software more robust. kgs also sees the innovative test ideas that only become possible through the use of AI as enriching. In the past, it was often the case that new approaches only emerged when an error occurred, but AI usually provides information about errors in advance. What makes it special? The tests can be tailored to the customer's system landscape. This is easily possible today with the help of container technology.

Moving in through the back door

Playfulness has already become serious: AI technology has long since begun to establish itself in companies, minds and, not least, habits. Step by step, a change is taking place in which the helpful support of AI has become indispensable: many organizations would no longer be able to cope with the tasks involved due to a lack of skilled workers - be it in product development, quality assurance or other areas.

Of course, we need to remain vigilant and weigh up when and where the use of AI makes sense and is helpful. But it is also essential to give the new technology a chance and use it - and better sooner than later. Just as AI is constantly learning, those responsible in companies should also be open to new ideas.


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KGS Software GmbH


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Working on the SAP basis is crucial for successful S/4 conversion. 

This gives the Competence Center strategic importance for existing SAP customers. Regardless of the S/4 Hana operating model, topics such as Automation, Monitoring, Security, Application Lifecycle Management and Data Management the basis for S/4 operations.

For the second time, E3 magazine is organizing a summit for the SAP community in Salzburg to provide comprehensive information on all aspects of S/4 Hana groundwork.

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Event date

Wednesday, May 21, and
Thursday, May 22, 2025

Regular ticket

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Hotel Hilton Heidelberg
Kurfürstenanlage 1
D-69115 Heidelberg

Event date

Wednesday, March 5, and
Thursday, March 6, 2025

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Regular ticket
EUR 590 excl. VAT
The event is organized by the E3 magazine of the publishing house B4Bmedia.net AG. The presentations will be accompanied by an exhibition of selected SAP partners. The ticket price includes attendance at all presentations of the Steampunk and BTP Summit 2025, a visit to the exhibition area, participation in the evening event and catering during the official program. The lecture program and the list of exhibitors and sponsors (SAP partners) will be published on this website in due course.

Informationen Teilnehmer:

Die nachfolgende Abfrage zur Altersgruppe dient rein statistischen Zwecken. Wir bitten Sie freundlicherweise um eine freiwillige Angabe.


Rechnungsadresse:

Falls Sie hier Ihre E-Mailadresse angeben, wird Ihre Rechnung ausschließlich per E-Mail nach Veranstaltung an die angegebene Adresse gesendet.

Laut Steuergesetz müssen Firmenbezeichnungen in Rechnungen korrekt sein. Ihre eingegebenen Daten werden zur Rechnungsstellung übernommen.