Digital Document Library
DocuLine Enterprise Digitization Platform
Integrated solution
The Digital Document Library module is integral to the DocuLine Enterprise Digitization Platform.
The DocuLine platform is designed for daily documentation and the related approval tasks to support the operation efficiently.
The enterprise solution is built on Microsoft 365 services, providing secure data access and full mobile productivity.
The modular architecture of the system allows step-by-step digitization of business processes.
The main focus areas of the DocuLine Enterprise Digitization Platform
Digital Document Library
Partner Portal
Contract Management
Procurement Automation
Recording Working-hours
Custom Solutions
Overview of the Digital Document Library solution
The functionality of the Digital Document Library consists of two parts:
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Incoming documents are received and digitally processed using artificial intelligence.
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Long-term digital storage of documents, replacing paper-based document storage.
Discover the benefits of DocuLine Digital Document Library!
Benefits of a digital document library
1.
All incoming invoices and receipts are just a few clicks away
No need to physically store invoices
2.
3.
Accelerates the invoice capture process, reducing associated costs
Outstanding data security and data quality improvements
4.
Receiving and digitally processing documents
Receiving and managing documents
Upload and storage
Different file formats can be easily uploaded and stored securely in digital document storage.
Automated receival
Documents can be received by email, with Outlook integration. There is also an automated inbox with bulk scanning and individual inbound channels.
Document identification
Each incoming document is given a unique identifier, and the solution filteres out anomalies caused by multiple uploads.
Search and retrieval
Documents are easily searchable by various metadata, so the required information is quickly available.
User Rights Management
Data integrity and security can be ensured by controlling user access levels.
Version tracking of documents
Various versions of documents can be tracked and restored, so the latest version is always available.
Data extraction, digital processing
The data of the incoming document is automatically recognized by the artificial intelligence engine and recorded as structured data. In the case of paper documents, data is extracted from the scanned copy. The AI engine also reads the data of digitally readable documents received via the digital channel.
Data extraction
Structured digital data extraction from a printed document
Reading data
Read data from electronic documents (PDF).
National Tax and Customs Administration of Hungary (NTCA or NAV) interface
In the case of incoming invoices with a domestic tax number, the system automatically retrieves the XML data of the invoice from the NAV database and compares it with the data recognized by artificial intelligence.
Integration
The data extracted during processing is automatically transferred to the ERP or accounting system. The interface gets the customer and vendor master data from the ERP system, providing data synchronization between the two systems. The processed invoices are linked to the supplier’s master data in structured data format.
Long-term digital storage of documents
Document repository
Digital document copies, identical to the original hard copies, are stored in a searchable document repository with user access rights management. The document repository and the stored documents meet several criteria:
- criteria for digital authentication of stored documents,
- criteria for access to stored documents,
- criteria for the storage of documents.
Paper-based document storage can be replaced entirely by using a certified digital document repository. Digital versions are certified copies of the corresponding paper documents.
Authentication of documents
Document authentication is carried out in a separate phase, independently of the document’s creation.
The system creates an authentication clause for paper-based scanned documents and digitally generated digitally signed documents. The authentication clause is an attachment to the stored digital copy in PDF format.
Access rights management
The system is closed, protected by access rights, all users have access to the content corresponding to their privileges.
The system is built according to banking standards, complying with relevant regulations and IT security requirements for both on-premises and cloud deployments. The document repository is protected by multi-factor authentication (MFA).
Document storage
Documents can be stored both on-premises and in the cloud. We recommend Microsoft Azure services for the cloud to ensure EU compliance for secure data storage. In the case of on-premises deployment, the criteria for secure data storage are provided by the infrastructure operator. The retention period for authenticated documents can be set per document type.
For documents with a digital time stamp, the retention period of the document and the authenticity period of the digital time stamp must be monitored. If the retention period of a document is longer than the validity period of the digital time stamp, it must be updated at the end of the validity period. The system can also automatically re-authenticate the documents after the expiration date of the original timestamp.
Steps of the authentication process
1. Receiving
The system receives incoming documents. There are several options for obtaining documents, the system can process documents from predefined folders or email accounts. The document is digitally time-stamped during the receiving process.
2. Creating an authentication clause
Documents received are provided with the necessary metadata (column information) to ensure searchability. The metadata can be entered manually by the user or automatically retrieved (with or without AI support).
3. System integration
Integrating an authenticated document repository significantly increases the data security of the documents managed and the efficiency of the related processes.
Integration examples
DocuLine Digital Document Library
- ERP systems
- Contract Lifecycle Management systems (CLM)
- Warehouse and logistics systems
- Purchasing systems
- HR systems
The authenticated document repository will be implemented and integrated with the EUTL digital timestamp service.
In Hungary, this can be achieved primarily through the services of Microsec and Netlock. Any EUTL (European Union Trusted Lists) signature (timestamp) service can be used for international applications. Te originator must purchase the digital authentication service from the service provider.
Our Clients
Users of the DocuLine Enterprise Digitization Platform
