Use Case : Document Archiving System Powered by Elix
Blog
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13/02/2026
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· Copy Link A leading European media and publishing organization faced increasing pressure to modernize its legacy document archiving environment. Relying on fragmented, SAP-centric systems and manual processes, the organization struggled with compliance, accessibility, and rising operational costs.
By adopting Elix, the company successfully centralized its archives, automated document ingestion, and enabled secure, self-service access to business-critical information.
The results speak for themselves: stronger governance, faster retrieval, and a scalable foundation for long-term digital transformation.
Read on to discover the key benefits, and lessons from this successful archiving system implementation.
1. Client background & objectives
Navigating Complexity in a Legacy IT Landscape
The client is a leading, multi-entity media and publishing organization with diverse operations spanning subscription management, advertising, content distribution, and financial services.
Every day, the company handles millions of documents, from billing records and contracts to subscription details and accounting files, while navigating strict regulatory requirements.
Over the years, its IT landscape has grown increasingly complex. Legacy SAP systems, custom developments, and disconnected storage platforms created a patchwork environment that made data management cumbersome and risk-prone.
With the planned decommissioning of its SAP R/3 system by the end of 2026, the organization faced a critical challenge: ensuring that the past 10 years of business-critical data were securely archived and fully compliant with legal and regulatory obligations :
- Integrity: Data must remain readable, traceable, and unaltered throughout the retention period.
- Audit-proof storage: Electronic storage is permitted if it ensures integrity, authenticity, and readability.
- Metadata preservation: Key metadata, including creation time, author, and origin, must also be retained.
This project was more than a technical migration; it was a journey to protect the company’s history, maintain regulatory compliance, and simplify a complex, sprawling IT landscape.
Goal : Building a Future-Proof Archiving Foundation
To address these challenges, the organization defined clear strategic objectives:
- Centralize archives: Consolidate all documents into a single, unified platform.
- Reduce SAP dependency: Minimize reliance on SAP-native tools.
- Enhance compliance: Improve audit readiness and regulatory adherence.
- Enable Self-Service: Give business users easier, secure access to archived information.
- Optimize costs: Lower total cost of ownership and operational complexity.
- Support digital transformation: Create a scalable foundation for long-term information management modernization.
2. How Did Elix support data archiving and analysis?
As a modular, all-in-one suite of micro-applications, Elix provided the client with a unified, secure, and intelligent platform for managing, archiving, and analyzing business documents and invoices.
Through advanced classification rules, metadata management, and intelligent indexing, Elix ensures fast, accurate, and reliable access to archived content. Beyond traditional archiving, the platform also delivers powerful reporting and analytics capabilities, transforming stored documents into actionable business insights.
2.1 Document & Invoice Management
With Elix, all invoices and related documents were consolidated into a single, structured repository, providing full traceability and transparency. Each record was indexed with key business information, including :
- Document and order numbers
- Customer identifiers (ID + name)
- Invoice dates
- Financial references
Business Impact :
➡️ Reduced manual searches
➡️ Improved data reliability
➡️ Faster financial reconciliation
2.2 Integrated Attachment & File Management
Elix centralized all supporting documents, such as payment proofs, and correspondence, directly within each invoice or transaction record. If offers :
- Modal-based attachment viewer
- Secure PDF downloads
- Timestamped document uploads
- Full attachment history
Business Impact :
➡️ Complete and verifiable audit trails
➡️ Reduced document loss
➡️ Simplified compliance reviews
2.3 Intelligent Search, Classification & Metadata Management
To ensure rapid access to large volumes of archived data, Elix relies on intelligent classification and indexing mechanisms. Users can search and filter archives using multiple criteria, such as customer, invoice period, document number, etc.
Elix automatically:
- Assigns metadata based on business rules
- Classifies documents by type and origin
- Indexes content for full-text search
- Maintains relational links between documents
➡️ Business Impact : Faster document retrieval, even in when managing millions of records.
2.4 AI-Powered Reporting & Analysis
Elix transforms archived documents into a strategic data asset through advanced reporting and analytics capabilities, thus creating added value beyond simple archiving.
It provided :
- Predefined and customizable reports
- Interactive dashboards
- Exportable data views
- Report Administration Panel
To further simplify data exploitation, Elix integrates AI-driven report generation. Using intelligent SQL generation, users can:
- Create reports without technical skills
- Generate custom tables and views on demand
- Explore data through conversational queries
Business Impact :
➡️ Lower reliance on data specialists
➡️ Faster reporting cycles
➡️ Improved decision quality
Conclusion : Value Delivered by Elix
Through its integrated archiving and analytics framework, Elix enabled the organization to:
- Centralize and secure all business-critical documents
- Improve compliance and audit readiness
- Enable real-time access to historical data
- Transform archives into decision-support tools
- Reduce operational and IT overhead
This use case illustrates how Elix goes beyond traditional document storage to deliver sustainable value through intelligent, connected, and business-driven information management.
InsightsManaging fundraising projects with scattered tools can quickly become a headache. Between tracking dossiers, coordinating teams, managing documentation, and ensuring communication traceability, financial institutions face a growing need for centralization, agility, and automation.
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