RICOH and SEFIRA: Process Digitization Solutions

Blog RICOH and SEFIRA: Process Digitization Solutions

RICOH and SEFIRA
Process Digitization Solutions

Improving process efficiency, transitioning to fully electronic document processing, and ensuring secure information handling are key challenges in digitization . To provide solutions for document management, RICOH and SEFIRA have formed a partnership.

The integration of the DocuWare document management platform (RICOH) and the OBELISK digital trust services platform (SEFIRA) covers the entire document lifecycle, from the application of a qualified digital signature to long-term trusted archiving.

The best of everything

From a technological standpoint, the integration of these two solutions provides a comprehensive cloud-based system for orchestrating business processes.

  • DocuWare:Serves as the primary platform for digitization , workflow management, and structured data storage.
  • OBELISK:It functions as an infrastructure layer that provides trust services, including electronic signatures, digital seals, timestamps, certificate validation, and secure storage.

Documents are created, organized, signed, and archived within a single application environment, with signature validation guaranteed from any location and at all legal levels. This eliminates the need for physical handling of documents, which often poses a security risk and causes unnecessary procedural delays.

Legal Framework and Safety

Functionality, user-friendliness, a wide range of features, but above all, a solution that is fully compliant with the law—these are the goals we are working toward together:

  • eIDAS:A European regulation that establishes rules for electronic signatures and identification. The system ensures the validity of signatures at all legal levels (including qualified signatures).
  • NIS2 and DORA:New directives tightening cybersecurity and risk management requirements. The integrated solution from RICOH and SEFIRA is designed to help organizations meet these demanding requirements.
  • Long-term archiving:OBELISK ensures the long-term verifiability of electronic signatures, seals, and stamps for an unlimited period of time.

Process Models in Practice

Implementing the integrated DocuWare and OBELISK solution enables the optimization of specific business processes and the elimination of manual tasks, thereby increasing efficiency and improving the user experience for employees and business partners:

  1. Management of business and contractual documentation

The process typically begins with the automatic generation of contracts, followed by the initiation of a structured workflow for approval by the relevant parties. The solution provides electronic signatures at all legal levels for both internal representatives and end customers, after which the document is transferred for automatic, trusted archiving.

  1. HR processes and onboarding

In the field of human resources, the foundation is an electronic employee file that utilizes the DMS functions of the DocuWare platform. The OBELISK Signing Portal then enables the electronic signing of employment contracts and amendments at all legal levels. A key feature for HR departments is the ability for HR staff to sign documents in bulk, along with archiving capabilities that meet both internal and legal requirements.

  1. Financial Administration

The digitization of accounts payable (e.g., received invoices) begins with the automatic extraction of data from the source document. The workflow system then ensures that the documents are reviewed, approved, and signed by authorized personnel before being transferred to a secure repository.

Implementation and Integration Methodology

A systematic approach is essential for the success of digitization projects. The joint RICOH and SEFIRA team therefore follows these steps, which are designed to identify the reasons for the changes, their benefits, and the implementation process:

  1. Process Analysis:Mapping the organization’s existing document workflows and identifying the processes with the highest potential for automation.
  2. DocuWare Workflow Configuration:Process modeling, creation of approval events, system triggers, and links.
  3. OBELISK Service Integration:Technical integration of platforms and configuration of policies for electronic signatures, seals (including qualified seals), time stamps, long-term archiving, and audit trails.
  4. Operation and Support:Ensuring compliance with the Service Level Agreement (SLA), providing long-term support, and continuously improving the deployed digitization processes.

The integration of DocuWare and OBELISK thus provides organizations with a tool to achieve full digitization of business processes while ensuring the legal validity of electronic documents, streamlining workflows, reducing operating costs, and maintaining compliance with current and future regulations.

Electronic signature

Correct signature in the correct place in accordance with eIDAS.

Sign anytime, anywhere
In accordance with legislation
For organisations

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Electronic seal

Electronic seal recognised throughout the EU. Integrated with signature.

Qualified seal
Advanced seal
Plain seal

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Trusted archiving

Long-term provability of electronic documents.

In accordance with eIDAS
Qualified time stamps
Signature integration

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Related
products and services

OBELISK Signing Portal

Consultation on the digitization of organizations

OBELISK Digitalization Platform

QTSP Accreditation

QTSP Accreditation

NATO Secret clearance

NATO Secret clearance

Membership of the ESD

Membership of the ESD

ISO

ISO