Legally secure digitization of your documents

Log, automate and simplify critical steps of replacement scanning procedures according to TR-RESI with the BECONEX Validation Controller

“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?

Two scenarios are available for the replacement scanning procedure: “Scan” and “Rescan”.
Select “Scan” to digitize documents for the first time and to send them to the visual inspection.
The “Rescan” scenario is used only if a document does not pass the visual inspection and must be reprocessed. It will be explained in further detail in the “Approve or reject document” section.
Available scenarios for replacement scanning
Available scenarios for replacement scanning

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?

The number of documents to be visually inspected can be predefined by a percentage. For example if you select 20%, only twenty in a hundred documents will be inspected.

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?

Regardless of the predefined configuration, the option to send the documents to a mandatory visual inspection is permanently available.
To do this, mark the corresponding checkbox before scanning the document.
Scan scenario and "mandatory inspection" checkbox

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?

An email is sent to the user indicating that a document she scanned has been selected for visual inspection.
This email contains a digital copy of the document and one of the batch the document belongs to. This makes it easier to identify among the batches of documents that have been scanned.
Notification to user with document attached
Notification to user with document attached

What are typical criteria for a visual inspection? How is the reviewer informed about said criteria?

The criteria for the visual inspection can be predefined in the configuration. They are then included in the email the reviewer receives.
Typical criteria include optical quality, completeness of the document, presence of barcodes and signatures, etc.
Instructions for visual inspection
Instructions for visual inspection

Is it possible for the reviewer to manipulate the document while performing the visual inspection?

The original scan of the document is saved in a predefined directory. Only a copy of the document is sent to the reviewer. Alternatively, the reviewer can be granted access to the shared folder where the copy is stored.
That way, even if the reviewer changes anything in the document, the remaining of the procedure will use the original scan for further processing and for storage in case of replacement scanning.
Location to the copy of the digitized document
Location to the copy of the digitized document

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?

Using the PowerPDF application or a browser, the reviewer can open the copy of the document, perform the visual inspection, and either reject the document or approve it for further processing.
In case of rejection, the reviewer must accompany the decision with a comment for explanation. Otherwise, if the document is approved, the inclusion of a comment is not mandatory.
Approve or reject document using PowerPDF (Kofax)
Approve or reject document using PowerPDF (Kofax)

What happens when a document fails the inspection?

An email is automatically sent to the user, indicating that a document was rejected and the reason for rejection. A digital copy of the document is attached, to ease the identification of the rejected document.
Using the “Rescan” scenario, the user can search the document from a list and scan it again. This process can be repeated as many times as necessary, until the document passes the inspection.
List of document to be rescanned (replacement scanning)
List of document to be rescanned (replacement scanning)

Is there any logging of the entire procedure?

The BECONEX Validation Controller enables end to end logging, from the moment of the first scan, including all the inspections, until the document has been approved and stored in the archive.
Some of the information contained in the log are the id of the user and the reviewer, the timestamp of each scan, page count and size of each document, number of empty pages, etc.
End to end logging for replacement scanning
End to end logging for replacement scanning

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.

The signature service generates a transfer note and ensures the integrity of the file by means of electronic seals or signatures.
This service corresponds to the eIDAS-VO as well as the technical guideline for replacement scanning (TR RESISCAN).

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.

The digital document is sent too, and the signature service generates a transfer note as a PDF file from the log file and links it to the original scan.
Fields included in the transfer note are ID of the user, IP address of capture device, time of capture, confirmation of quality and confirmation that the digital document mirrors the paper original.

After the process has been completed, the integrity is ensured automatically by the signature service, without repeated manual PIN entry.

The security takes place with a qualified seal, which corresponds to the highest level of the formal requirement.

Looking for more?

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