Electronic document verification service

Electronic document verification service

Written by Ana Canteli on 2 May 2023

The verification of electronic documents has become a fundamental tool in the digital world. Technology has enabled the creation and distribution of electronic documents, leading to a greater need to verify the authenticity and integrity of such files.

 Document verification refers to the process of validating the authenticity and legality of a document. Electronic documents, as the name suggests, are files created and stored in a digital format, and electronic document verification focuses on ensuring the authenticity and integrity of these digital documents.

There are different tools and methods to carry out the verification of electronic documents:

• CSV Verification (Comma Separated Values): It is used to verify the integrity and authenticity of the data contained in electronic documents. This tool compares the document data with the data of a CSV file previously registered in a database. In this way, the validity of electronic records and the authenticity of the information they contain can be checked.

• Electronic Office: these are online platforms created by the public administration to facilitate access to electronic services and procedures. In them, the collation of documents and the verification of their authenticity can be done. The Electronic Headquarters also provides information on registration, personal data protection, public information, a central file, a calendar of days, and a navigation guide.

• Secure Verification Code (CSV): an alphanumeric code that verifies the authenticity of the documents generated by the public administration. This secure verification code is unique for each record, which makes it possible to verify the authenticity of each one of them. The CSV is used to validate electronic documents issued by the competent public administration and verify their authenticity by comparing documents.

• Document matching is another vital tool in electronic document verification. Document matching compares two documents to determine if they are the same or different. This tool is used to verify the authenticity of documents issued by the public administration, especially in cases such as public employment and electronic notifications.

Pros of electronic document verification

Electronic document verification has several benefits:

First, electronic document verification helps ensure the authenticity of documents, which means that the electronic documents have not been altered or falsified. Electronic document verification also helps ensure file integrity, which means that the electronic documents have not been altered in any way, intentional or accidental.

Another benefit of electronic document verification is that it helps ensure data privacy and security. Electronic documents may contain sensitive information that can be compromised if the electronic documents are altered or forged. Electronic document verification helps prevent tampering with information in electronic files and protects data privacy and security.

In addition, electronic document verification can help improve the efficiency and productivity of business processes. When electronic documents are authentic and complete, business processes can be carried out more reliably and efficiently. Electronic document verification also reduces the risk of human error and increases data accuracy.

Cons of electronic document verification

However, electronic document verification also has its drawbacks. One of the main disadvantages of electronic document verification is that it can be expensive and complex. Electronic document verification requires the implementation of specific technologies and the training of personnel to use these technologies. Additionally, electronic document verification may require investment in specialized hardware and software.

OpenKM offers competitive and easy-to-use document management software, which includes a QR code electronic document verification application. In addition, through the OpenKM Academy online training platform, staff can quickly, easily, and at their own pace learn how to use the system's functionalities, including version checking of electronic documents, thanks to the QR code reader.

Another disadvantage of electronic document verification is that it can require the cooperation of multiple stakeholders. Electronic document verification may require the collaboration of electronic document owners, technology service providers, certification authorities, and other relevant stakeholders. Coordination of these stakeholders can be complex and can delay the implementation of electronic document verification.

OpenKM document management software includes unrestricted access to the documentation as part of the license. Among the resources included, a complete API guarantees the integration of the software with the rest of the company's document management system.

Version checking of electronic documents by inserting a QR code is a valuable tool to ensure the authenticity and integrity of electronic documents. A QR code is a two-dimensional barcode scanned with a mobile phone or tablet. When the QR code is scanned, a specific piece of information, such as a website or application, can be accessed. In the case of electronic documents, inserting a QR code can verify versions and the document's authenticity.

Version checking of electronic documents by inserting a QR code works by version checking. Version checking is the process of comparing two or more versions of a document to determine if there are any differences. The version-checking process can be done using specialized tools, but inserting a QR code can simplify and make it more accessible.

To carry out version checking of electronic documents by inserting a QR code, it is necessary to include a QR code in the original document and in each of the subsequent versions. This QR code must contain specific information, such as the official date and time the version was created, the secure verification code (CSV), and the corresponding electronic headquarters information.

When the QR code of a later version of the document is scanned, the information contained in the code can be accessed and compared with the information in the QR code of the original version. If the information matches, this means that the later version of the document is authentic and has not been modified. If the information does not match, this may indicate that the document has been altered or falsified.

Version checking of electronic documents by inserting a QR code is especially useful in cases where the authenticity and integrity of the document are critical. For example, in public employment, electronic notifications and documents issued by the public administration, verification of the authenticity and integrity of the document are essential to guarantee the legality and transparency of the process.

In addition, version checking of electronic documents by inserting a QR code can be used in other areas, such as electronic commerce, financial transactions, and legal contracts. In these cases, verifying the authenticity and integrity of the document can help prevent fraud and forgery, and ensure the security and confidentiality of the information.

For more information, do not hesitate to contact us.