Piles of paper are still part of everyday life in many companies and public authorities. Whether contracts, invoices or personnel documents - they are usually initially available in paper form.
Paper archives in companies and public authorities are more than just an obstacle to efficiency. They tie up valuable resources, cause storage costs and harbour considerable risks for data protection (GDPR) and compliance. Every manual search process costs working time, and physical access to critical information such as contracts, invoices or personnel documents is slow. These analogue „media disruptions“ interrupt digital business processes at crucial points.
A fully digital, legally compliant process is the solution here. This is precisely where replacement scanning comes in - the discipline of securely converting physical documents into digital equivalents.
The „Knowledge“ - What is BSI TR RESISCAN?
Simply „scanning and throwing away“ is not legally tenable. A digital document simply lacks the legal „evidential value“ of the original. The German Federal Office for Information Security (BSI) has published the Technical Guideline TR-03138, known as TR RESISCAN, to provide companies and public organisations with legally compliant guidance.
This guideline is the gold standard for digitisation. It defines the precise technical and organisational requirements for the audit-proof scanning of all types of documents. In this context, „audit-proof“ means that the entire process - from scanning to processing to storage - is seamlessly logged, protected against manipulation (integrity) and authentic.
If this process is mapped correctly, the digital image has the same evidential value as the original and can replace it in court or during a tax audit. Ultimately, this means that The physical paper original can then be destroyed in compliance with data protection regulations. The „pile of paper“ dissolves in a legally secure manner.
The pain point of many standard solutions: Rigid instead of flexible
The implementation of the TR RESISCAN requirements is complex. Many providers of scanning solutions therefore interpret the directive as a rigid, unchangeable „one-size-fits-all“ process.
Conversely, this means for your company: Your organisation must adapt to the rigid specifications of the software. This inevitably leads to compromises that do not fit in with the established and often industry-specific processes in your organisation. Perhaps the software requires metadata that your ERP system does not recognise, or it stores all documents in a central location, which requires manual re-sorting. Such rigid solutions create new inefficiencies instead of eliminating old ones.
Our approach: A flexible process that adapts to you
We understand digitalisation not as a static product, but as a dynamic, adaptable process. Our solutions, based on a powerful Business Process Management (BPM) engine (the core of the Genius Server), are designed to optimally support your digitalisation process instead of dictating it.
The scanning process on the multifunctional device (MFP) is only the first step - the „input channel“ into an intelligent workflow. Our strength lies in adapting the subsequent steps precisely to your actual requirements:
- Special metadata: The scanning process becomes intelligent. Instead of just generating an image, data (e.g. via OCR or barcode recognition) can be read directly from the document. This metadata is validated - perhaps against your existing LDAP/Active Directory or an external database - and controls the entire subsequent process.
- Industry-specific workflows: An incoming invoice requires approval. Our BPM engine automatically forwards the scanned document to the responsible line manager. The manager can issue the approval via the web front end (Genius Web) before the document is even posted to the target system. The status remains transparent at all times.
- Flexible target file systems: The process does not end in a „collection folder“. The document is filed precisely based on the metadata or the workflow step: Contracts into the DMS, invoices into the ERP, personnel files into the Scan2Homefolder or Scan2Sharepoint of the responsible HR employee. The connection to your existing IT infrastructure is part of the solution.
With our expertise in document and process management, we ensure that your digitisation in accordance with TR RESISCAN is not only legally compliant and audit-proof, but also efficient and practical. You move away from paper without compromising your established processes.
