Dexelia

Case study

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Multi-country management of supporting documents for administrative files

Context

A global operator with an international presence, specializing in environmental services and operating in 12 countries, must ensure rigorous management of its administrative files. In the context of waste collection from individuals, it is essential to collect supporting documents to ensure compliance with regulations. However, several challenges must be addressed:
  • Different legislation in each country: need to manage multilingual documents and various formats.
  • Operators' working conditions: restricted environment requiring simple and fast administrative task management.
  • Centralized IT infrastructure: production site management is decentralized, but system administration is centralized at headquarters.
  • System stability: crucial for ensuring operational continuity.

Proposed solution by Diginove

DIGINOVE implemented a collaborative approach, involving:

  • The business team, to understand the operators' needs.
  • The IT team, to ensure integration with the existing infrastructure.

Through these exchanges, specific configuration of DEXELIA SCAN WEB was defined, providing a tailored solution to meet the client’s requirements.

Features of DEXELIA SCAN WEB

The application is accessible via a unique link containing an identifier that identifies the user's site (via a Servlet or WebService).
First connection: the user selects or enters their site of use, which is then stored locally and reused for subsequent loads.
The site identifier defines:

The language of the interface.
Specific business rules (e.g., requirement for certain documents).

Upon loading the application, a search panel allows the user to:
Manually enter information (Name, Surname, Date of Birth).
Scan an ID card: information is automatically extracted using MRZ data recognition.

If no results are found, the application offers to create a new client.

If the client exists, their information is automatically loaded.

Client information is organized into three tabs, one of which is dedicated to viewing existing supporting documents.

The user can scan or insert an existing document. Before scanning, the type of document is requested (e.g., ID, Proof of Address, Other). Information automatically extracted from images (via OCR) is used to fill in missing fields.
Once all information is entered: Local storage of the client file as a batch (XML + directory). Export of the client file when complete: Generation of supporting documents in PDF. Saving of the client record. Sending PDFs and metadata to the server. Deletion of the local client file after export. Possibility to save a file locally to return to it later using the "Open File" function.

Benefits for the client

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Legal compliance ensured

in all countries.

Simplified and fast management

for operators

Ergonomic solution

adapted to restricted spaces

Stability and centralization

ensuring optimal operation.

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