Legally secure digitization of your documents
“Replacement scanning” consist in the legally secure digitization of documents. It is done with the objective of further processing or storing them in their digital form and makes possible the later destruction of the paper-based original. This procedure allows companies to minimize the economic and administrative costs related to the storage of paper-based documents, while complying with commercial regulations.
The BECONEX Validation Controller allows you to automate and simplify critical steps of this procedure, for example:
- Automatic selection of the documents that must be visually inspected
- Legally secure inspection, approval, rejection and reprocessing of the document
- Storage of the document and the logging of the entire process for compliance and further reference

You can initiate a replacement scanning procedure from any capture device
Use your multifunction device to digitize either a single document or a batch of documents
Alternatively, you can also use mobile devices like smartphones and tablets to capture the document
Finally, digital documents can be sent directly from your laptop or desktop to a visual inspection
How can I initiate the replacement scanning procedure from my multifunction device?
Can single pages or batches of documents be sent to the visual inspection?
Yes. The BECONEX Validation Controller allows you to predefine the unit that must be inspected. These units can be (1) a page from the document or batch of documents being scanned, (2) a document from the batch, or (3) the entire batch.
How many items are sent to the visual inspection?
How are documents, pages and batches selected?
Another predefined field is the selection mode, which can be: (1) sequential, which means that every fifth document will be sent to the inspection, or (2) random, for any twenty documents among the hundred to be selected for inspection.
How can I indicate that a document must go through the visual inspection?
Notify you collaborators about pending tasks and state of the procedure
If the document is selected for visual inspection, the user who scanned it is asked to keep it, to not store or destroy it, until the process is completed
A digital copy of the document is sent to the person who will perform the inspection, together with instructions of what is to be inspected
The user receives a second email, indicating whether the document passed the inspection or not, and what to do with the paper-based original
How can the user know which document must be kept if many batches are scanned in a short period of time?
What are typical criteria for a visual inspection? How is the reviewer informed about said criteria?
Is it possible for the reviewer to manipulate the document while performing the visual inspection?
Perform a legally secure inspection, reprocess and approval of your documents
Use the PowerPDF application from Kofax or the browser of your choice to inspect the digitized document. The document can be approved or rejected from inside the application or browser
Scanning tasks are automatically created when a document fails the visual inspection. This simplifies the assignment of new documents to existing replacement scanning procedures
After a document is approved, it is stored in a secure archive. The digital version can be used as replacement of the paper-based original
How is the visual inspection performed?
What happens when a document fails the inspection?
Is there any logging of the entire procedure?

Tamperproof storage of digital documents
To avoid the manipulation of the digital document, there is a technical cooperation between the BECONEX Validation Controller and a signature service, which processes the documents further.
After the document has been scanned, inspected, and approved, a log file with the required parameters according to TR-RESI is generated and transferred to the signature service.
After the process has been completed, the integrity is ensured automatically by the signature service, without repeated manual PIN entry.