Major companies are obliged to manage unstructured information within the Administration, Finance and Control to support the core business. The activities of management of this informations are often carried out by internal staff, diverting them from primary activities and resulting high costs.
The project aims to create a system of Substitutional Digital Archiving, in accordance with the law , which is available via a custom interface of an integrated web platform, of all receivable and payable invoices that distinguish the activity of the Client. This solution allows the Customer to optimize the efficiency of the internal document workflow and eliminate progressively both the movement of paper documents and the exponential increase of the physical stores.
The project is being developed in parallel on multiple operating procedures, according to the different types of input documents provided .
Paper input on outsourcing
A dedicated team is responsible for receiving, verifying and scanning the document and then making it available on the custom platform. The characterizing phases of the process are the preparation of the paper (with an analysis of conformity of the document), the dematerialisation of the document and indexing based on keywords set by the Customer .
Electronic input on outsourcing
The electronic processing is via a software designed and written specifically to handle simple text files from the reading to the generation of PDF. To ensure that the documents have a correct watermark and an index file with the description of the documents (ID number or similar) in output, we use specific graphics resources. Once we get the pdf, an automatic system cross the output data by our software with the ones that we receive on a daily basis by the Customer in a special FTP area. At the end we proceed with the automated loading of indexed and typified documents on the repository.
Billing mailing
Monthly, depending on Customer requirements, End Month Invoices are generated. These follow the same computerized process of daily cicle documents with one difference: End Month should be sent to various Customers through separate mechanisms according to different needs. An automated tool then processes the data of the Invoices and separates, in different folders on the server, the complete documentation in a file index. These folders, separated by Customer, are then processed according to individual needs and sent to the concerned parties. The mode can be either transfers via FTP or send via e-mail in case of small volumes.
Upon completion of the storage batches, we proceed to the formalization of the Replacement Archive, the generation of digital media and the preparation of the Register in accordance with the operating procedures to norm of law. After the testing of produced digital media, the paper material included in the Archive can finally be booted to the certificated shredder.