DocuSoft

Digitisation Services

DOTSOFT offers a full range of digitisation services, with the ability to adapt to the needs of each organisation:

• document scanning: administrative, financial, and legal documents,
• scanning of books and volumes: municipal registers, civil registry books, and library archives,
• scanning of large-format archives: technical drawings, building permits, and maps,
• high-resolution scanning of photographs, slides, and negatives,
• conversion of microfilm and microfiche into digital format.

Indicative Services Supported

• Building and Technical Services, such as permits, studies, and maps.
• Administrative and Financial Services, such as decisions, accounting records, and contracts.
• Movement and Procurement Offices, such as applications, approvals, and procurement documents.
• Municipal Register and Civil Registry, such as civil registry acts and family records.
• Municipal Libraries and Cultural Organisations, such as historical records and cultural archives.

DocuSoft Software – Electronic Management of Digitised Archives

DocuSoft is DOTSOFT’s innovative software for organising and managing digitised archives, offering ease of use, scalability, and full configuration according to the needs of each organisation.

Main Features

Registration and Archiving

• Creation of new records by simply completing basic fields, such as year, permit number, owner, and more.
• Attachment of drawings, documents, or revisions to each folder.
• Organisation of archives in a central database, with the ability to categorise them by service or file type.

Search and Retrieval

• Use of advanced filters, such as year of issue, protocol number, and owner.
• Combined search capability, with multiple criteria for more accurate results.
• Full-text search for locating information within document content through OCR.

Viewing and Editing

• Immediate viewing of documents in separate tabs.
• Editing of metadata, addition of attachments, and registration of new versions.
• Ability to save and print digital files.

Access Management and Security

• Role-based user access: super admin, content creator, certified user, and external visitor.
• Assignment or removal of permissions according to the organisation’s needs.
• Compliance with international data security standards.

Mass Data Import

• Import of large volumes of digitised folders through automated procedures.
• An ideal solution for old physical archives requiring mass digitisation.

Content Management and Configuration

• User-friendly environment, with no requirement for specialised IT knowledge.
• Multiple language support.
• Ability to schedule content, such as displaying or withdrawing documents on specific dates.
• High configurability so that it can be adapted to the specific needs of each service.

Benefits for Organisations

Through digitisation, organisations achieve:

• fast and secure access to their archives,
• reduction of storage costs and improvement of productivity,
• ensured compliance with regulations and standards,
• improved citizen service,
• preservation and promotion of historical and cultural heritage.