Digital processes need more than modern technology.
The SAP Public Cloud represents a new standard in the ERP world: lean, scalable, and quickly implemented. But despite all its innovation, one aspect is often overlooked: the long-term, legally compliant storage of documents and data.
As modern as digital records like invoices or contracts may be, they are subject to strict retention requirements. Complete, audit-proof, and legally compliant archiving is not optional – it is mandatory.
Audit-proof vs. Legally compliant – What’s the difference?
In everyday use, these terms are often treated as synonyms. However, in practice, they are clearly different:
- Audit-proof means the data is technically immutable. Once archived, documents must not be altered – or only with full logging.
- Legally compliant refers to legal correctness: the way data is captured, processed, and stored must meet regulations such as GDPR or local tax laws.
Only when both are met is a company truly secure in case of an audit or legal dispute.
Archiving with SAP – Why It’s Not Automatically Covered
SAP distinguishes between data archiving (for performance) and document archiving (for compliance). The latter concerns original business documents like invoices, order confirmations, or emails.
While SAP provides interfaces – such as ArchiveLink or CMIS – it does not include a GoBD-compliant archiving system. This means:
The responsibility for compliant storage lies with the company.
This is a real risk that is often underestimated – especially in Public Cloud environments.
ILM and Deletion Periods – Deleting Requires Planning Too
SAP Information Lifecycle Management (ILM) can manage retention and deletion periods. This is not only a legal requirement – e.g., under GDPR or commercial law – but also a key part of data protection and system hygiene.
However, ILM alone is not enough: Without an integrated archiving system that supports both storage and rule-based deletion, the strategy remains incomplete.
The SAP Public Cloud Needs a Third-Party Archive
A common misconception: “The cloud takes care of it.”
But SAP Public Cloud does not store documents using WORM principles (Write Once, Read Many). Nor does it automatically fulfill requirements for tax audits (e.g., GoBD access standards).
Only by integrating an external cloud archive – such as the one from arcana solutions – does a modern SAP landscape become truly audit- and legally compliant. CMIS handles the technical integration, the archive ensures long-term availability and immutability.
E-Invoicing Requirement from 2027 – The Next Milestone
Starting in 2027, e-invoicing becomes mandatory for large companies, and by 2028 for all. Every e-invoice is subject to the same strict archiving rules as paper documents.
In the SAP Public Cloud and Business Technology Platform (BTP), CMIS is the standard interface. The arcana solutions cloud archive is fully aligned with it – including GoBD and GDPR compliance.
Lift & Shift or Native Cloud – Setting the Strategic Direction
Many companies move existing archive solutions 1:1 to the cloud (“Lift & Shift”). While easy to implement, this approach brings legacy challenges: high costs, limited scalability, and minimal automation.
A natively cloud-capable solution like arcana’s offers a different path:
- Automated deployment in the SAP customer tenant
- Dynamic scaling
- No infrastructure overhead
Conclusion: If you’re going SAP Public Cloud, archiving must be part of the strategy – not an afterthought.
Trust Through Technology – How Secure Archiving Works
A modern cloud archive needs clear mechanisms:
- WORM-based storage
- End-to-end encryption
- Granular access control
- Full audit logs
- Long-term readability (e.g., PDF/A)
The arcana solutions archive meets these standards – standardized, audit-proof, and future-ready.
Data Sovereignty? Remains with the Customer.
A commonly overlooked point: In the Public Cloud, access to archived data remains under company control. Permissions are managed in the SAP system – not the archive.
That means: Privacy, transparency, and compliance stay in your hands.
Conclusion: Plan early. Decide wisely.
SAP Public Cloud is a modern platform – but not an all-in-one solution for compliant archiving. Those who want to be safe should plan the appropriate archiving system from the start.
A native cloud archive like the one from arcana solutions enhances SAP Public Cloud where it matters: in long-term availability, audit integrity, and compliance.
Whether you’re just starting or already live – we’re here to help.
By Tanja Fischer (Cpro INDUSTRY), Bernhard Morell and Fabian Keller (arcana solutions)
