User Guide of edox Archiver, the Electronic Document Handling Gateway of

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1 User Guide of edox Archiver, the Electronic Document Handling Gateway of project v0.7 SCI-BUS is supported by the FP7 Capacities Programme under contract nr RI

2 Table of Contents 1 INTRODUCTION ELECTRONIC DOCUMENT HANDLING GATEWAY DESCRIPTION OF GUI TROUBLESHOOTING SCI-BUS is supported by the FP7 Capacities Programme under contract nr RI /13

3 1 Introduction E-GROUP as the market leader vendor of cryptographic solutions (mainly on the field of applying electronic signatures) in Hungary participates in several projects that aim to enhance administrative processes both in governmental and in business area. E-GROUP has developed a product family, called SDX to create and verify XML electronic signatures. This package also contains modules that can use XML encryption and decryption functions on selected documents. These XML technologies are based on international standards that were published by ETSI, W3C, IETF standardization bodies. E-GROUP has also experience in developing, installing, integrating, configuring PKI (Public Key Infrastructure) systems, and has also an up-todate knowledge on the legal background in the European Union. Cryptography-based systems were implemented at several banks (electronic banking systems), government and public administration (national CA, several applications that use smart cards). There are also other applications of E-GROUP that are in connection with security. The DocMark is a digital watermarking application that can embed invisible marking data into documents which can be retrieved from them after modification, printing or other transformation. E-GROUP has also a secure micropayment platform, called Abaqoos that performs clearing and settlement functions. This was integrated into banking systems (such as OTP Bank, ERSTE Bank), and after that users can easily access their banking accounts. There is a self-developed electronic document and records management system, called edox that also uses electronic signature and encryption product family of E-GROUP to fulfill requirements of MoReq2 (Model Requirements for the Management of Electronic Records). The present document (High-level design of Electronic Document Handling Gateway) describes the business pain and the planned solution for it by overviewing the steps of workflow and providing a figure of architecture. SCI-BUS is supported by the FP7 Capacities Programme under contract nr RI /13

4 2 Electronic Document Handling Gateway The edox Archiver module converts paper-based documents into electronic ones by applying all needed functions (such as gathering metadata, or creating electronic signatures) in order to be authentic in a legal mean. The legal background is laid down in the Hungarian "Decree No. 13/2005. (X. 27.) of the Minister of Information and Communications on the Rules of Digitalization of Paperbased Documents". In order to fulfill these legal requirements the paper-based documents shall be processed through the following steps: Step 1 Inventory Control System module The paper-based documents have to be prepared before putting them into the feeder of a scanner: staples have to be removed and separator pages have to be put between documents. This step needs human resource that can process documents in parallel. Step 2 Scanner module The scanner has to process paper-based documents and export separated electronic documents to the given folder in the given file format. This step needs a professional scanner which can process separator pages and supports needed parameters. Step 3 Professional OCR module The content of the scanned documents have to be recognized in order to make it processable for further steps. This step needs an OCR (Optical Character Recognition) solution for analyzing typewritten characters. Step 4 Indexing and Metadata Processing module The metadata of the scanned documents have to be retrieved from the processed content itself. This step needs document processing logic to automatically retrieve needed metadata (e.g. creation date) from the processed content itself. Step 5 Cryptographic Service Provider module The scanned document and its metadata structure have to be packed together and signed. This step needs a cryptographic module which is fully conform to international legal and technical regulations and creates valid XML electronic signatures. The edox Archiver portal supports recognizing the content of scanned documents (Step 3), retrieving metadata (Step 4) and creating digital signatures (Step 5). SCI-BUS is supported by the FP7 Capacities Programme under contract nr RI /13

5 3 Description of GUI Login The login form contains input fields of username and password that were previously generated and transmitted by E-Group. The registration form contains needed information about the user as person and as company employee (these are included into Archivation Policy which clarifies responsibilities and privileges). SCI-BUS is supported by the FP7 Capacities Programme under contract nr RI /13

6 The user is returned to the login form to perform authentication. After the successful authentication the welcome screen appears. It contains general information about the service and contact information to support. SCI-BUS is supported by the FP7 Capacities Programme under contract nr RI /13

7 Upload The user selects and uploads a scanned document (.pdf). Please, note that the higher resolution is used during scanning, the bigger size of file is resulted and the more time is needed for the documents to be processed! The user can browse in its local store by pressing Browse button. The selected file is uploaded to the server where verification functions are performed (e.g. ispdf()). As a result, a message appears on the screen below the file path of upload form which can refer either to error or success of action. SCI-BUS is supported by the FP7 Capacities Programme under contract nr RI /13

8 Process The user queries uploaded documents that are under processing. The File Name contains the name of the original, uploaded, scanned document. The Start Time contains the date and time of uploading document. In a legal mean this value can be handled as date and time of converting paper-based document into electronic format! The Physical size contains the recognized size of original, uploaded, scanned document. The User contains the unique identifier of user who uploaded the document. The Action contains current status of processing document. It can be either In Progress or Processing Failed. This screen displays just In Progress and Processing Failed files. Files of In Progress are under processing. Files of Processing Failed were stopped in processing and the internal error codes are accessible just for system administrators. In case of error, please contact to help desk! SCI-BUS is supported by the FP7 Capacities Programme under contract nr RI /13

9 Archives The user queries uploaded documents that are processed. The digitally signed files can be downloaded and shall be archived. The File name contains the name of the uploaded document. The Creation date contains the creation date and time of converted (scanned) document. In our case this is equal to the date and time of document upload. The Archivation date contains the date and time of the original document creation (retrieved from the content itself). As default value (if no valuable data could be retrieved) the Creation date is set with unlimited validity period. The Document type contains the classification, the document type metadata (retrieved from the content itself). As default value (if no valuable data could be retrieved) the document string is set. The Original document points to (URL) the original, uploaded, scanned document. The OCR result points to (URL) the recognized content of original, uploaded, scanned document. The Signature points to (URL) the XML electronic signature that protects both the content of original, uploaded, scanned document and corresponding metadata structure. SCI-BUS is supported by the FP7 Capacities Programme under contract nr RI /13

10 The Original document URL: SCI-BUS is supported by the FP7 Capacities Programme under contract nr RI /13

11 The OCR result URL: SCI-BUS is supported by the FP7 Capacities Programme under contract nr RI /13

12 The Signature URL: SCI-BUS is supported by the FP7 Capacities Programme under contract nr RI /13

13 4 Troubleshooting Application-specific Helpdesk: Central Helpdesk web (SCI-BUS forum): web (guse forum): https://www.sci-bus.eu/message-board SCI-BUS is supported by the FP7 Capacities Programme under contract nr RI /13

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