IMAGE PRO document registry and management in a services company
A services and infrastructure company uses IMAGE PRO by Labinf Sistemi to centralise its registry, documents, case files and e-mails in one web environment.
The client
An Italian company working in services and infrastructure management, with a complex organisational structure and a high volume of documents moving between offices and business functions.
Every day, documents have to be classified, registered, archived and made easy to find, while ensuring that each user can access only the information relevant to their role. Here a document is not just a file to store: it must be searchable, linked to its case file and subject to visibility rules consistent with the organisation.
Key results
- Centralised document registry and archive
- Single registry log
- Permissions based on the organisation chart
The starting point
The company needed an integrated system for its document registry and archive, able to centralise information on a dedicated platform.
In particular, the internal registry had to be centralised, organising how registry numbers are reserved, and the company organisation chart had to be defined as the basis for document visibility permissions.
The goal was not simply to replace the paper archive with digital files, but to create a structured document system able to classify information and govern how it is consulted and distributed.
Key challenges
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01
Centralising documents and registry
Documents from different categories and offices had to flow into a single system with consistent classification.
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02
Controlling visibility
Not every document should be accessible to everyone: permissions must reflect organisational structure, offices and responsibilities.
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03
Finding documents quickly
A digital archive is only useful if information can be retrieved quickly, using structured criteria and metadata.
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04
Organising related documents
Documents belonging to the same procedure or subject must be grouped into case files.
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05
Digitising the paper archive
Physical archives call for tools that speed up capture and the matching of each document to its record.
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06
Archiving e-mails too
Many documents are created or received by e-mail and must enter the same archiving process.
The solution
Labinf Sistemi installed and configured IMAGE PRO, the web platform for document and registry management. IMAGE PRO provides optical archiving of documents and browser-based access from anywhere and from different devices, with advanced search, bulk scanning and integration with external software via API.
The project covers platform configuration, definition of document categories, organisation chart set-up, installation, user training and system start-up.
Configured features
- Internal registry with single log
- Registry number reservation
- Offices, users and numbering series
- Organisation chart and visibility rules
- Document types with custom fields
- Digital case files
- Advanced metadata search
- Barcode-based bulk scanning
- E-mail archiving and registration
- Browser access from any device
- API integration with external applications
To register a document, users reserve a number by entering its category and subject, and can attach the file straight away. The system recognises the user’s office and uses it to assign responsibility; all entries then flow into a single registry log available to authorised users. Visibility permissions derive from the organisation chart configured in IMAGE PRO, so the archive is centralised without giving up control over access.
Custom fields can be defined for each document type and filled in at archiving: this metadata becomes search criteria that can be combined (contact, office, case file, classification, registry number, year, date, status, free text, file name). Each document can join an existing case file or create a new one, so that all documents from the same procedure can be found together.
Bulk scanning and e-mail archiving
To digitise large volumes of paper, IMAGE PRO uses a barcode-based bulk scanning process: each scanned image is automatically matched to its document record, with no manual pairing.
E-mail enters the document system too: by forwarding to or copying a dedicated address, the system captures incoming and outgoing e-mails and allows them to be registered, with no software to install on workstations, so it also works with webmail and different e-mail clients.
- Enter the document’s text data
- Generate the barcode label
- Apply the label to the paper document
- Bulk scanning
- Automatic matching to the document record
The benefits
- Centralised document registry and archive
- Single registry log
- Permissions based on the organisation chart
- Search by metadata and advanced criteria
- Digital case files for related documents
- Barcode-based bulk digitisation of paper
- E-mail correspondence archived in the document system
- Browser access from different devices
- Gradually less paper
- Integration with other systems via API
Benefits made possible by the features included in the project.
In short
With IMAGE PRO, document management becomes a structured process: documents, registry entries, case files and e-mails are organised in a single web environment, classified with customisable information and available according to the organisation’s permissions. Not a file container, but an integrable part of the information system.
