What is the Digital Document Registration System?
The document registration, also known as digital document registration, is a document management and archiving system that replaces traditional paper records. With the spread of new technologies, the Document Registration represents a step forward in the dematerialization of documents, offering a fundamental service to ensure regulatory compliance and transparency.
Protocol registration is one of the most important functions in archive management and its use brings significant advantages in terms of process efficiency for any organization:
- Streamlining of internal procedures
- Automation in sorting, collating and archiving documents
- Reduction of times and errors compared to traditional registration
- Optimization of the entire document workflow
In addition to these operational benefits, the use of computer protocol software contributes to environmental sustainability by reducing paper consumption through the elimination of paper records and the use of digital signatures.
A computer protocol system must guarantee security, including user authentication, authorized access to information and documents, tracking of changes and responsible users. This is why it is essential to choose a qualified solution that complies with document management regulations.
The Document Registation System of ZenDMS
ZenDMS è la ACN Qualified Cloud Solution, National Cybersecurity Agency, that integrates the IT protocol with the document management system.
Through the use of the qualified digital infrastructure ACN (Cloud Service Provider) Microsoft Azure, ZenDMS guarantees extremely high performance and security levels for both Public Administrations and private companies:
- Disaster Recovery
- regolar Back up
- System redundancy
In addition to recording correspondence, quickly archiving documents and automating approval processes, the ZenDMS documents registation platform will be able to offer its users automatic recognition and indexing of document content, improving ease of search, thanks to the soon-to-be-implemented Artificial Intelligence.
The Document Regiatration for Public Administration
In Public Administration, digital archiving is mandatory. Electronic documents must be preserved through the adoption of specific rules, procedures and technologies aimed at guaranteeing the accessibility, usability, authenticity and availability of documents and electronic files.
ZenDMS offers a complete solution by relying on qualified certification partners who comply with current regulations, including the obligations to send the daily register in digital storage.
The Agid latest guidelines for the three-year plan 2024-2026 emphasize the importance of a “Cloud First” approach and digital services to make the 23,000 Public Administrations in Italy more efficient. Artificial Intelligence was also introduced in the Agid Three-Year Plan, a further signal of the importance of the digitalisation of the public sector in order to better respond to the needs of institutions and citizens.
Istat, in the Business and ICT report published in 2022, also highlighted the gap on the part of Italian companies in adopting Cloud solutions. A first turning point came with the advent of electronic invoicing but the road towards digitalisation is still long.
The Digital Document Registration for private companies
The management of a large quantity of documents, including invoices, contracts, emails and general correspondence involves a significant amount of operations even for those who work in the private sector.
ZenDMS simplifies and automates document management, reducing costs and risks. It also offers a high level of security with preventative measures for disaster recovery, regular backups, and system redundancy to ensure business continuity.
With increasing regulations regarding document retention and data security, it is essential for even private companies to adopt a solution that ensures regulatory compliance and simplifies document management.
Functionality of the ZenDMS Document Registration System
The numerous features offered by the ZenDMS Document Registration System allows you to manage all document flows in a simple, fast and automated way
REGISTERING FEATURES
to effectively manage incoming and outgoing digital or paper documentation.
COMPLETE INTEGRATION WITH EMAIL AND PEC
for immediate monitoring and archiving of messages, ensuring fast and accurate logging.
AUTOMATIC REGISTRATION
of email messages, enriched with metadata for complete and precise cataloging without any manual intervention.
PREVIEW MESSAGES AND DOCUMENTS
through an intuitive interface that allows for the rapid viewing of information for protocolling.
AUTOMATIC LABEL INSERTION
digital on the registered PDF documents, containing the protocol signature with the main registration information.
EFFICIENT SORTING
of documents, both to individual users and to entire offices, with integrated management of assignments.
COMPLETE MANAGEMENT OF HEADINGS
senders and recipients to quickly select the personal data during the protocol registration.
ADVANCED SEARCH OF REGISTERED DOCUMENTS
protocolled based on all the metadata entered during registration, such as unique protocol number, sender, recipient, subject and registration date.
REGULATORY COMPLIANCE
in the digital storage of tax documents, PEC, daily registers and other relevant documents.
- Assignment of the unique progressive number
- Printing paper and digital barcode labels (applying a watermark to files in PDF format)
- Print registration receipt
- Integration with PEC/email boxes
- Address book of senders and recipients
- Multi-agency management
- Management of more than one Homogeneous Organizational Area
- Management of more then one Responsible Organizational Unit
- Editing additional metadata in protocol records
- Management of the emergency protocol
- Management of daily and annual registers
- Advanced search functionalities
- ACL management (Access Control List, user permissions for access to protocol recordings)
- Management of the classification holder
- File management
- Automatic archiving of registered documents
- Management of attachments to protocol recording
- Management of manual and automatic sorting
- Management of acknowledgment or rejection of the document and new forwarding of the sorted document
- Personal desk of all documents still to be worked on
- Graphic designer for the intuitive generation and management of approval workflows
- Management of approvers groups
- Management of approval methods (single, majority, unanimity, selection or other)
- Management of email notifications of workflow status steps
- Track-log of the documents in approval
- Approval process monitoring dashboard
