Dematerialization of the Expense Report

eNSP is designed for the dematerialization of expense reports, allowing clients to digitize analog documents, sign them digitally using the eSIGN service, and store them in compliance with current regulations. With eNSP, companies can legally store expense reports more quickly, securely, and in accordance with regulations, improving the efficiency and transparency of administrative management.
This service is available only for the Italian Market
eNSP

Security and Compliance for Your Documents

The eNSP process for storing expense reports ensures that digitized documents retain characteristics of immutability, integrity, authenticity, and readability, thereby allowing the destruction of original paper documents. Regulatory-compliant storage preserves the legal validity of digital documents over time, ensuring they remain immutable, authentic, readable, and retrievable. This process is regulated by various national and European laws, which establish the technical and legal requirements for digital preservation. Entaksi’s preservation system is compliant with international standards such as ETSI EN 319 401 and ETSI TS 119 511, which define requirements for the long-term preservation service of electronic signatures and seals, ensuring the legal validity of electronic documents. Entaksi uses digital signatures and electronic seals to guarantee the authenticity and integrity of documents, and its preservation system complies with ETSI standards and AgID guidelines.

Advantages of eNSP for your company

Immutability

The document cannot be altered after it has been archived.

Integrity

It must be ensured that the document has not been tampered with or damaged.

Authenticity

It must be possible to verify the origin of the document and its author.

Readability

The document must always be accessible and readable over time.

Retrievability

It must be possible to find and retrieve the document quickly and securely.

eNSP

eNSP Main Functionalities

Digital Document Signing Thanks to the use of digital signatures, eNSP ensures authenticity, integrity, and non-repudiation of documents. This means that every electronically signed document is legally recognized and cannot be altered after signing. The system uses qualified digital certificates, allowing signatures that comply with the main international standards, such as CAdES, PAdES, and XAdES, in accordance with the eIDAS Regulation. Additionally, it automates the entire expense report signing process, speeding up operations and reducing the risk of errors. Legally-Compliant Digital Storage Once signed, documents must be preserved over time, ensuring their immutability, readability, and accessibility. eNSP manages legally-compliant digital storage in compliance with AgID Italian guidelines and European ETSI standards (EN 319 401 and TS 119 511), ensuring that documents are always legally valid. Thanks to this process, you can proceed with legal dematerialization, that is, the destruction of the paper version, eliminating physical archiving and simplifying administrative management. Secure Archiving and Advanced Indexing To ensure secure and fast access to documents, eNSP offers structured and protected archiving, with access control systems and operation traceability. Documents are stored in secure environments, with backup and disaster recovery systems to prevent data loss. Additionally, automatic indexing lets you organize files intelligently, enabling advanced search and instant retrieval of necessary documents.

Regulatory Compliance

To be compliant with regulations, the archiving system must respect specific rules, including:
  • eIDAS Regulation (EU 910/2014) → Standards for electronic signatures, electronic seals, and the preservation of digital documents at the European level.
  • ETSI EN 319 401 and ETSI TS 119 511 → Standards for long-term preservation and archiving of electronic documents.
  • Italian Regulation (AgID) → Defines the guidelines for compliant digital preservation for Public Administration and private companies.
  • GDPR (EU 2016/679) → Regulates the protection of personal data in digitally archived documents.

Come funziona eNSP?

Digitalization Process for Expense Reports

The eNSP system allows you to convert paper expense reports into legally valid digital documents, eliminating the need for physical archiving. The process includes:
  • Scanning and digitizing the expense report and supporting documents (receipts, invoices).
  • Digital signing of the uploaded analog expense documents to guarantee authenticity and integrity of the document.
  • Applying a timestamp, which officially certifies the date and time of digitization.
  • Regulatory-compliant archiving, in accordance with Italian (AgID) and European (ETSI) regulations, enabling legal dematerialization and the possibility to destroy the paper document.
  • Creation of the Deposit Package (PDV) with the related attributes;
  • Issuance of the Deposit Receipt, digitally signed;
  • Archiving and indexing digital documents according to defined attributes;
  • Execution of the archiving process includes the creation of the Archiving Package (PDA);
  • Possibility to generate Distribution Packages (PDD) on request;
  • Consultation of documents in the Alfresco Community Edition document system with the ability to search using specific selection keys.

Integrated Workflow and Document Management

eNSP integrates with business processes through an automated workflow, which improves efficiency in managing expense reports. The system allows you to:
  • upload expense reports as analog documents;
  • digitally sign the analog documents;
  • access the archiving system and check the status of deposited documents;
  • request Distribution Packages (PDD) for the documents you are searching for;
  • download the requested Distribution Packages;
  • access the document system to check, search, view, and download documents.
To allow the highest integration with the client’s management environment, Entaksi has developed a set of APIs for eNSP that allow all preservation-related functions to be carried out without leaving the management application context, in a way that is completely transparent to the end user.

Become Our Technology Partner

Collaborate with Entaksi Solutions SpA and gain access to innovative solutions for the digitalization of document management processes. Together, we can transform document management and deliver added value to your clients, ensuring security, reliability, and regulatory compliance. Choose to grow with us!
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Area tecnica e Documentazione

Help Desk

The Help Desk service is available on weekdays from 9:00 AM to 6:00 PM, excluding Saturdays and holidays. You can receive assistance by sending an email to assistenza@entaksi.eu

Documentation
Download the User's Manual of eNSP
Presentazione

FAQ

eNSP is the service offered by Entaksi for the dematerialization of expense reports. It allows clients to upload analog documents (such as receipts and slips), digitally sign them via the eSIGN service, and store them digitally in compliance with current regulations, guaranteeing the legal validity of documents over time.

The dematerialization of expense reports offers numerous advantages, including:

  • Elimination of paper management, reducing physical clutter and associated costs.

  • Improved operational efficiency through automated digital processes.

  • Greater security and regulatory compliance in document preservation.

  • Ease of access and consultation of digitized documents.

The dematerialization process with eNSP includes the following steps:

  1. Uploading the analog expense reports to the platform.

  2. Digital signing of the documents via the eSIGN service.

  3. Creation of the Deposit Package (PDV) with the relevant attributes.

  4. Issuance of the digitally signed Deposit Receipt.

  5. Archiving and indexing of the digital documents.

  6. Execution of the archiving process with the creation of the Archiving Package (PDA).

  7. Option to generate Distribution Packages (PDD) upon request.

  8. Consultation of documents via the document management system based on Alfresco Community Edition.

What standards and regulations does the Entaksi archiving system comply with?

The Entaksi archiving system complies with various international regulations and standards, including:

  • ETSI EN 319 401 and ETSI TS 119 511 for long-term archiving of electronic signatures and seals

  • ISO 27001 for information security, including extensions ISO 27017, ISO 27018, and ISO 27035.

  • ISO 9001 for quality management.

  • ISO 20000-1 for service delivery management.

  • ISO 22301 for business continuity management.

  • ISO 14721 OAIS and UNI 11386 SInCRO for the descriptive structure of the archiving package index.

Yes, once the dematerialization and compliant archiving process is completed via eNSP, the original paper documents can be destroyed. This is possible because the digitized documents retain characteristics of immutability, integrity, authenticity, and readability, guaranteeing their legal validity over time.

The digitized expense reports are accessible via the document management system based on Alfresco Community Edition, integrated into the eNSP platform. This system allows you to view documents and perform searches using specific selection keys, making it easy to access and manage digitized expense reports.
The eNSP service is designed for companies and public institutions that want to eliminate paper management of expense reports while ensuring legal compliance in the digital storage of documents. It is ideal for organizations that handle large volumes of expense receipts and want to improve operational efficiency.
With eNSP, you can digitize and legally store any expense-related supporting documents, such as receipts, fiscal slips, travel tickets, travel notes, and other analog documents produced during business trips. Con eNSP è possibile digitalizzare e conservare a norma qualsiasi documento giustificativo di spesa, come ricevute fiscali, scontrini, biglietti di trasporto, note di viaggio e altri documenti analogici prodotti durante le trasferte di lavoro.
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