IT Solutions for Communication and Data Security. A Service Provided by Your Tax Advisor

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1 IT Solutions for Communication and Data Security A Service Provided by Your Tax Advisor

2 IT as the Reliable Foundation of Your Company Regardless of the industry your company is active in, effective and secure internal structures form the foundation of your success. The best way to create these structures is with solutions that fit perfectly into your business processes with first-class DATEV solutions for communication and data security. This wide range of IT solutions, which are tailored to each other and have been used by your tax advisor for decades, offer you a level of quality that you can rely on. High Quality In financial and payroll accounting, DATEV has long been the industry standard. DATEV supplies applications perfectly matched to one another for many different areas of business, which are available through your tax advisor. For example, we support your company s operative success with complete solutions such as DATEV Solution for Small and Medium-Sized Enterprises Classic pro. But we also offer solutions for data protection, communications, and IT management that all set benchmarks thanks to high security standards. Integrated Solutions DATEV software covers nearly all of a company s value of chain. Since all applications contain continuous connections to the other programs, managing data is particularly easy. Customer and supplier data is managed centrally, and is available to both financial accounting and the document management system. As a result, you no longer have to worry about comparing data across different programs. The Knowledge (password) and Ownership (midentity stick) components ensure that you and your data remains secure. With this special mechanism, you have access to DATEV s particularly secure infrastructure. Highest Level of Data Security DATEV does not cut any corners when it comes to security. After all, our DATEV data center has processed highly sensitive corporate data on behalf of our members for many decades. DATEV s information security is certified pursuant to ISO Our high standard of security is the benchmark for all DATEV solutions from applications for using the Internet to DATEV solutions for local enterprise resource planning to IT outsourcing. Building Knowledge We offer seminars for every need from beginner to advanced users. In this context, you can select between online seminars, in-person seminars at our training centers, and customized seminars at your place of business. We are happy to provide personal consultations either on-site or online to assist you in rolling out our software at your company as well as on the topics of quality management and digitization through consultations provided by our experienced DATEV consultants. Completely Reliable Service As a business owner, you want everything to run smoothly. But in the off chance that something does not go according to plan, it is good to have a reliable partner. Whether for initial installation and setup, switching products, ongoing operations, or technical questions we are there for you right from the start. Finding Answers: You have aroundthe-clock access to free information systems. And a regular newsletter keeps you up-to-date on current issues. Ask the Experts: Experienced service employees take care of your individual concerns. In doing so, it goes without saying that we utilize state-of-the-art remotemaintenance technology. Employees with significant hands-on experience from 26 DATEV offices and additional DATEV-system and solution partners are your local point of contact. More Information

3 Contents 1 Secure Structures 2 Protection on the Web 3 IT Outsourcing the DATEV Software Environment Additional Software Solutions Using solutions from DATEV, you can create the ideal structures for your company. Simply speak to your tax advisor. They know which DATEV solutions are best suited to your needs. And they would be glad to provide you with information about additional corporate software from DATEV: With DATEV Solution for Small and Medium-Sized Enterprises pro, you have integrated software at your disposal to optimize your business processes. And with the applications for human resources, you can manage your entire human resources department. + Periodic Consulting and Annual Reports by a Tax Advisor Solutions for human resources Human resources management Solutions for administrative tasks Order processing Payroll accounting Accounting + Document management IT solutions for communication and data security security IT outsourcing So you see, DATEV provides first-class solutions for nearly all corporate tasks that allow you to create a permanent foundation for your business success. The IT solutions for communication and data security can be combined with solutions for administrative tasks as well as solutions for human resources. More on this topic Solutions for Administrative Tasks brochure (Item no ) Solutions for Human Resources brochure (Item no )

4 1 Structured Security As a business owner, you have many tasks that you carry out to generate revenue. On top of these duties, you also have administrative and accounting tasks. In any case, you can definitely rely on the foundation your secure IT. In this context, we help you work effectively and securely. Since we work with sensitive patient data, data security is our top priority. Maintaining these high standards of security at our own offices results in significant costs for human resources and material. My tax advisor and our system partner recommended DATEV. With the solutions DATEVnet, DATEV VIWAS classic, DATEV Data Backup online, and their IT outsourcing services, we enjoy maximum security via the DATEV data center. Frank Seemann, general manager, Familien- und Krankenpflege e. V., Mülheim an der Ruhr, Germany

5 Secure Structures 1 Mobile Office Data Security Connection to a Branch Office Automatic Backups You already use an IT infrastructure to manage your company. To guarantee continuity and adhere to legal requirements, it is absolutely essential that you back up your data. With DATEV Data Backup online, you benefit from a connection to the DATEV data center, which keeps your data available at all times. You never know as a result of a technical malfunction, accidental deletion or overwriting, or an attack from the Internet (such as a virus), saved data could be rendered unusable or lost at any time. But this simply cannot happen with DATEV Data Backup online. This is a software-based backup solution that, after the initial setup, operates via a secure Internet connection. As a result, your data is always securely stored at the DATEV data center. Your Company Always at Your Side Often, bookkeeping is carried out in the evening from home. In order to have access to all of your data no matter where you are, you can use the DATEVnet pro Tele Workstation to access your company s network over a secure Internet connection and work as if you were still at the office. The data remains at your company and only the current content on the screen is transferred to you. And getting started is as easy as can be: simply insert your DATEV midentity card, access the Internet, and you are automatically connected to your company. This solution even allows you to access data stored at your company when you are out and about. When using a mobile network, you have the choice of using a secure DATEVnet pro connection or the DATEVnet pro Tele Workstation module to directly connect to your company s IT infrastructure, using UMTS technology, for example. One Infrastructure Two Locations If your company grows, you often need to connect a branch office to the headquarters since this is the only way to ensure that both locations use a joint database and have access to, for example, a joint inventory, schedule, administrative applications, and customer data. This connection is made possible using the DATEVnet pro LAN connection module on the basis of DATEVnet pro. This creates a secure Internet connection between two locations using the DATEVnet pro router. The advantage of this solution is that your Internet connection is secured so that you surf the Web safely and use a joint infrastructure to connect a branch office to the headquarters.

6 2 Secure Web Browsing In order to protect your company s data from unauthorized access, manipulation, or deletion, DATEV relies on a multilevel security system that complies with the highest standards. Our services encompass the entire spectrum of intelligent IT security, with firewalls, virus and online scanners, and protection. With the security solution DATEVnet pro and expanded to include VIWAS classic we have high-quality security technology at our disposal that is automatic, comprehensive, and user-friendly. Andreas Georg, head of human resources, Kurhaus Gastronomie GmbH & Co. KG, Wiesbaden, Germany Protection against Malware Everyone that uses the Internet requires outstanding protection for their corporate data; otherwise unauthorized persons could view and abuse confidential information. Recent experience has shown that being infected with a virus is no longer the greatest danger facing a computer user today. Instead, the collection of sensitive information without the user s knowledge is rapidly increasing. In the worst cases, criminals can not only log into the computer but actively manipulate content for their own financial gain.

7 Web Protection 2 Customized Security Concept Archiving Encryption Comprehensive Security Concept DATEVnet pro is DATEV s central security solution. It automatically detects whether an intruder has succeeded in bypassing prevailing barriers, and our specialists assist you in rectifying the situation. You are always on the safe side thanks to a multitude of highly efficient included services. With DATEVnet pro, you always connect to the Internet via the secure DATEV data center. As a result, you are never connected directly to the Internet. DATEVnet pro systems are centrally maintained and updated 24 hours a day, seven days a week. DATEVnet pro combines the strengths of various antivirus manufacturers and firewalls, even offering retroactive protection with DATEV Reverse Scan. And with DATEV VIWAS classic, you have access to a complimentary virus scanner to ensure that your local clients and servers are protected. DATEV Web Radar blocks dangerous Web sites, preventing your computer from accessing a Web site if it contains malicious code. And the Web Rader also protects you retroactively for 24 hours. Secure Faxing in the Digital World with DATEVnet pro Fax Send faxes conveniently from every DATEV pro or other Windows application using a virtual printer. When sending fax messages, you have convenient access to your Outlook address book and the customer data in your DATEV software. The transmission report is sent to you as an from the DATEV data center together with a complete copy of the fax you sent. Fax messages are received via , which contain information about the fax in text format as well as an image file which contains the actual fax. On the Go with DATEVnet pro Mobile Mobile devices like smartphones and tablets are appealing and easy to use. Secure access to s, appointments, and customer information while out of the office has numerous benefits. DATEVnet pro Mobile offers a comprehensive security concept for all those that use devices with the ios and Android operating systems. Using this solution, you can securely use all the data from your company network on your mobile device. In this context, the mobile device connects to the DATEV Tip: DATEV cooperates with various insurance companies and has agreed upon special arrangements within the frame work of this cooperation, for example, for the users of DATEVnet pro. For more information on this topic, please refer to kooperationen in the category Versicherungen. data center via an encrypted VPN connection. If you use the device to access data from your office network, DATEV sends these queries over the existing connection to the office network via DATEVnet. This means you have access to your inbox as well as calendar and contact information. Connect your smartphone or tablet with the exchange server while out of the office to synchronize your s. With a tablet, you can log into the company network via a WTS session, for example.

8 Legal Requirements In addition to security, there are additional aspects that need to be considered when it comes to correspondence, such as working with s that contain business-related or tax-related content. Employees who have their own accounts are usually responsible for managing their s themselves. But they are not allowed to delete every , however. This is because they must adhere to applicable legal requirements pertaining to archiving s in Germany these include the Fiscal Code of Germany and the GoBD (principles of accessing data and auditing digital documents). Archiving s exclusively in paper form does not meet the legal requirements. Secure Archiving DATEV Archiving pro, you can lean back and relax since The software assists you in meeting the legal requirements pertaining to the archiving of digital business correspondence. Incoming and outgoing s (originals) are permanently available in the archive. Your tax-related s including attachments are archived automatically; you don t have to worry about a thing. Depending on how the software is set up, restrictions as a result of limited mailbox sizes are a thing of the past. You continue to use Microsoft Outlook, the software you are familiar with, meaning you and your employees do not need to first become accustomed to using a new application. As an added convenient option, you can also use text search to find information quickly. And if you use DATEV DMS classic pro, you can access s directly from your document management system. All the information you need is available on screen with one simple click.

9 Web Protection 2 Customized Security Concept Archiving Encryption External partners DATEV data center Companies Microsoft Outlook Tax consultants inbox archive Business partners DATEVnet pro Virus Scanner Spam filter encryption Outgoing mail DATEV DMS classic pro A continuous process: with communication solutions from DATEV, working with is easy and secure.

10 Risks for on the Web Today it is normal to quickly and affordably send extensive documents in addition to the text of the message. As a result, agreements, memos, and other confidential and personal data travel across the Internet every single day and not without risk, since s can be easily intercepted, read, and manipulated. Solutions that sign and encrypt s offer the protection required in this regard. As such, the recipient can be absolutely sure that the sender is who they claim to be, and that the message was not read or changed by any unauthorized third parties. We use DATEV Encryption to transfer sensitive data back and forth with our tax advisor. Doing so is easy and secure, and in conjunction with the other DATEV applications we use, we have a system that runs like clockwork. Klaus Dreckmann, general manager, Elektro-Schmitz GmbH, Bonn, Germany

11 Web Protection 2 Customized Security Concept Archiving Encryption Secure Encryption With DATEV Encryption, your communication automatically becomes secure. And it s extremely easy to use you do not need to have any special prior knowledge and no additional software needs to be installed by you or your business partners. This is because all s are automatically encrypted at a central location the DATEV data center. In addition, at the data center they are also scanned for viruses and other dangers. In this context, information security at the DATEV data center is certified pursuant to ISO Incoming encrypted mails are automatically decrypted in the same manner at this central location. Incidentally, if your business partner does not have an encryption system, the is simply converted into a password-protected PDF document. attachments stay in their original format. Companies DATEV data center Security zone Business partners Send documents securely: DATEV Encryption provides outstanding protection of your confidential documents.

12 3 Freedom with Security How easy would it be to use software solutions if you did not have to deal with specific system requirements and add-ons, system backups, and constant updates? With IT outsourcing, you can easily transfer your IT tasks to an external partner, relieving yourself of this burden. The server systems for DATEV software are located in the secure DATEV data center and IT specialists take care of the corresponding support. Freedom Thanks to Outsourced Processes Free up time and energy for more important tasks by simply outsourcing the servers and IT management required to operate DATEV software to the DATEV data center and have DATEV take care of it. Alternatively, you can outsource these tasks to a DATEV system partner that offers its own ASP solutions under the protection of the DATEV data center. DATEV or the DATEV system partner takes care of server configuration and maintenance as well as ongoing support and the timely installation of updates. As a result, you always have quick and easy access to the most up-to-date version of the DATEV software you use at your company. In addition, this means you save human and system resources and benefit from the skills and knowledge of well-trained technical experts. Sophisticated Security Concepts With our outsourcing solutions, you outsource your DATEV software from your company s own IT network and thus separate sensitive data, such as payroll information, from your IT system. The people you authorize access the software and data online. Our outsourcing solutions are subject to the highest standards of security applicable to the server location and the multilevel security systems that govern access to and encryption of data to be transferred. Monitoring and regular maintenance of the systems additionally provide system stability and operational reliability. The Highest Security Standards The comprehensive and multilevel security services provided by the DATEV data center, certified pursuant to ISO 27001, form the basis for the IT outsourcing services offered by and with DATEV. DATEV is known for handling confidential data in a secure and trustworthy manner. And we would be glad to give you that in writing: relevant certification proves that you can place your trust in DATEV s long-term experience in the field of data protection. More Information

13 IT Outsourcing of the DATEV Software Environment 3 Outsourced Processes System Stability and Operational Reliability

14 Collaboration as Partners To find out how to create an effective business relationship using DATEV software, simply get in touch with your tax advisor. They know your company s needs and provide reliable advice in all tax-related and business-related matters. Simply ask them about it directly. For more information, visit or call us at A Service Provided by Your Tax Advisor Item no DATEV eg 2015, all rights reserved