Paper documents into digital originals
Create legally authentic PDFs easily through the patented DocuTrail process
Remove the roadblock that stands in the way of your digital transformation: paper. Take years, decades — centuries, even — of paper documents and convert them into digital originals through our legally authentic digitization process. Then destroy your paper.
Paper documents have the highest legal value in a court of law because they are considered originals.
What if you could create a digital document identical to the paper version, digitized in the most secure way possible?
DocuTrail not only meets, but exceeds, digitization standards. The result is a legally authentic PDF. It becomes the original document in the eyes of the law because it is even greater than the paper version it came from.
With digital originals, the paper document becomes the copy, so you no longer need to keep them. You could choose to archive them, but it is no longer necessary. You can destroy your paper documents and become a paperless organization. The only documents you need to keep in paper form for a specified time period are those legally required by law, such as tax documents.
For all other documents digitized by other providers, you must still keep 100% of the papers, because they are still the originals. With DocuTrail you will only need to keep approximately 2-5% of paper documents, and only for the time period required by law.
Documents can be created digitally, but what happens to processes and roles that still rely on paper? Until all information is in the same format, your digital transformation cannot take place. You can rely on DocuTrail to digitize your past, present and future paper documents to create a transparent corporate memory.
Drawbacks of paper
1. High cost of storage and document retrieval
2. Labor and time to find, catalogue and preserve paper documents
3. The stress to recreate lost or destroyed paper documents
4. The burden to the environment through the production, transportation, and recycling of paper
5. How easily paper can be destroyed, whether by accident, natural disaster, or bad actors
Paper documents are the elephant in the room. Every company has paper documents, whether they are legacy documents or active documents – who should be in charge of managing and organizing them?
What happens when a company goes completely remote? Some people bring home paper with them, but what about those that live far away from the office, maybe even on the other side of the world? Hybrid and remote work are both here to stay, so new processes need to be in place to deal with paper.
Change how you do business
Remove yourself from the stranglehold of paper. Paper documents tie you to physical locations due to storage and processing needs; document retrieval, transportation and storage eat into your budgets and profits; the human capital needed to search for, retrieve, and visually confirm documents takes them away from more important tasks.
Work with documents anywhere, at any time of the day (or night)
Store your documents in the cloud, at a fraction of the cost of storing paper
Sort through documents easily using comprehensive file structures, tags, and indexing
Find the exact document you need immediately using OCR technology
Benefits of DocuTraiI
- We create high quality PDFs that keep the identical format and layout of the paper documents
- Digital PDFs are searchable by OCR, metadata and text
- Adobe XMP technology automatically encapsulates a scanned document with metadata during the digitization process
- Work with DocuTrail’s verified providers, trained in the digitization process Create digital originals, allowing you to destroy the paper copies (only keep those required by law)
- Scanning manager is verified.
- Scanning process is standard but Docutrail software creates a bridge to Clawd where up-to-date certifications and metadata are applied automatically.
- PDFs can be stored on:
- A client’s cloud
- Our cloud
- The PDFs metadata can also be stored in the Blockchain to ensure a transparent journey, secure storage, and offers assurance that the documents cannot be modified.
- Complies with ISO 13028 (dematerialization digitization process) and ISO 16684 metadata requirements.
- Digital signature certificates follow PAdES rules, and all PDFs are ISO 32000 and ISO 19005 compliant.
- PDFs are ISO 32000 and ISO 19005 compliant.
- Document integrity follows ISO 15489 and ISO 27001.
- We use Microsoft Azure as our cloud storage, which meets a broad set of international and industry-specific compliance standards, such as General Data Protection Regulation (GDPR), ISO 27001, HIPAA, FedRAMP, SOC 1 and SOC 2, as well as country-specific standards, including Australia IRAP, UK G-Cloud, and Singapore MTCS. Rigorous third-party audits, such as those done by the British Standards Institute, verify Azure’s adherence to the strict security controls these standards mandate.
- PDF/A-3u compliant.
