Every document carries proof that it stayed the same.
A PDF/A-2b archival copy, a content fingerprint at capture, a weekly integrity check and a hash-chained trail of every change run on every document, without anyone having to remember them. When the law calls for a qualified seal and timestamp, NG DMS obtains them from a qualified trust service provider.
- PDF/A-2b
- SHA-256 fingerprint
- Hash-chained audit trail
- Antivirus before acceptance
Technical integrity, item by item
Mechanisms that run on their own and leave a verifiable trail — for audits, inspections and disputes.
PDF/A-2b archival copy
Processing produces an archival version with a text layer, while the original stays as received. When originals must be embedded, PDF/A-3b is used.
Content fingerprint
The SHA-256 of the original and the archival version is recorded at capture. The same file cannot exist twice in an organization — not even when the other copy is in the recycle bin.
Integrity check
Weekly and on demand: whether the original, archival version and thumbnail are in place and their fingerprints match, and whether any file of a disposed document remains. An error arrives as a notification with a report.
Hash-chained audit trail
An append-only record of every change to business objects, with a hash chain per organization verified with a click. Deleting a document does not delete its trail.
Access trail for confidential documents
For documents marked strictly confidential or personal data, every opening, print and download is recorded, and the organization can also require a reason.
Antivirus before processing
Every file goes through an antivirus check before processing. An infected file or an unavailable scanner means rejection, not a silent pass.
Internal signature and seal
An approval in a workflow is signed with an internal signature, and the PDF gets an internal integrity seal proving the file has not changed since it was sealed.
Qualified seal and timestamp
For documents that need legal weight, NG DMS obtains a qualified electronic seal and timestamp from a qualified trust service provider.
Immutable storage
Permanent categories can be kept in storage where not even an administrator can change or delete a file before its period ends.
From capture to evidence
Four steps that do not depend on anyone remembering anything.
- 01
Antivirus
The file is checked before anything else starts. Without a working scanner, nothing is accepted.
- 02
Fingerprint
The SHA-256 is calculated and compared with all originals and archival versions in the organization.
- 03
Archival copy
A PDF/A-2b with text per page is produced; the original is kept unchanged next to it.
- 04
Check and trail
A weekly check compares fingerprints, and every change goes into a hash-chained trail verified with a click.
Technical evidence and legal weight
Technical integrity in NG DMS
The fingerprint, archival copy, integrity check and audit trail prove a document has not changed and who did what — with no outside service.
Legal weight through a provider
A qualified seal, timestamp and qualified electronic preservation under the Serbian Law on Electronic Document are provided by a qualified trust service provider that NG DMS connects to.
A clear label in the document
The internal signature and seal in the PDF itself state that they are not qualified, so they can never be mistaken for qualified ones.
Frequently asked questions
Does NG DMS support trusted electronic preservation?
NG DMS gives every document technical integrity: a fingerprint, a PDF/A archival copy, an integrity check and an audit trail. For qualified preservation under the law, it connects to a qualified trust service provider, which adds a qualified seal and timestamp.
Why PDF/A-2b?
PDF/A is a format meant for long-term keeping: the document carries everything it needs to be displayed, including a text layer. NG DMS produces it as the archival version and keeps the original unchanged.
How do I know a file has not changed since capture?
At capture, the SHA-256 fingerprint of the original and archival version is recorded. The integrity check recalculates fingerprints every week and on demand and reports any mismatch.
Can I see who changed a document and when?
Yes. Every change goes into an append-only audit trail with a hash chain per organization. Verifying the chain with one click shows that nobody has altered the record afterwards.
Does NG DMS have electronic signatures?
It has an internal signature and an internal integrity seal for approvals and internal control, clearly labelled as non-qualified. A qualified electronic seal and timestamp are obtained from a qualified trust service provider.
Related
- Registry and archiveRegistering, retention periods, the archive book and disposal — from incoming mail to handover to the archive.
- Access and isolationOnly those allowed see a document — in the list, search, counts and viewer.
- Workflows and approvalsInvoices, contracts and decisions move from person to person on their own, with a deadline and proof of every decision.
- Archive4 min read
The archive book and the list of record categories: obligations and how NG DMS keeps them
The archive book, the list of record categories approved by the archive, the transcript due by 30 April and disposal with the archive's decision — what the rules require and how NG DMS handles it.
- Compliance4 min read
Trusted electronic preservation: what it is and what it is not
Technical integrity and legally trusted electronic preservation are not the same thing. What NG DMS provides itself, and what a qualified trust service provider adds.
Want to see how this looks in NG DMS?
We will show you in a demo, on examples from your own registry office — from the scan to NG Copilot’s answer. No obligation.
- office@konissoftware.com
- Phone
- +381 66 000 977