Main Functions
- Management of main file formats (PDF, DOCX, XLSX, JPG)
- Post OCR of image files without text layers
- View, download, print
- Free text search
Technology
- Cloud-based
- Runs in a web browser
- Platform and screen size independent
- Multiple redundant, encrypted storage
Entitlements
- Roles
- User groups
- Users can be assigned to folders and tags
- Files can be shared with non-users for a limited time (with link)
- Event calendar
Benefits
- Cost-free storage and search
- Regulated access
- Free text search
- Folders and tags to sort the "electronic waste dump"
Main features
File management
The document management software is able to handle the most commonly used formats (PDF, DOCX, XLSX, JPG), so you can manage scanned documents and documents already created electronically in one system.
The files can be uploaded to the system via a dedicated email address, bulk FTP uploads or, of course, manual uploads.
It is possible to download files manually or in bulk.
OCR and data capture
If an uploaded PDF file contains a text layer (because it has been previously OCR'ed), or in the case of word documents, the text in the file is used.
However, if the text document is only available as an image, OCR can be performed by the system.
Automatic data capture can also be performed on the basis of the text using the document management software: artificial intelligence will look up the relevant identification data (e.g. document type, tax number, partner name, date, etc.). If it is clear, the data capture will be performed. If more than one possible data is found, the user has to choose between the possible values.
Sort by
Folders and tags
In the system, documents can be sorted according to two principles: on the one hand, you can follow an already established folder structure (e.g. Accounting/2020/11), but you also have the option to assign labels to documents (e.g. Accounting, 2020, 11).
The folder and address system of the document management software fulfils several functions: on the one hand, it can be used to filter the documents to be displayed, and on the other hand, it can be used to bind user rights.
Infrastructure
Storage space and security
The hardware running the system is hosted in the data centre of a Hungarian ISP, which we operate. In addition to the live version, we store a copy of the current state of the system in two other, locally independent locations. The communication takes place via an encrypted channel (https), the stored files are encrypted.
We always use the latest version of the basic software used by the system. We have the system penetration tested once a year by a company specialising in such tasks. Any deficiencies found during the tests are corrected by our developers.
