Public sector: How you benefit from digital, legally compliant document exchange
NGDX focuses on legal security, fast functionality and interoperability in digitization. Hybrid documents enable automated further processing. Authorities save costs and time.
Making administration attractive, relieving employees: Digitization brings great opportunities for public authorities. But also great challenges: How can data-sensitive documents be exchanged legally and digitally? How can authorities ensure that documents are not manipulated on the way between sender and recipient? Which systems are interoperable?
The solution is provided by the new standard for document exchange, Next Generation Document Exchange (NGDX). The standard is interoperable, recognized as legally compliant, and transfers hybrid documents such as PDF/A and ZUGFeRD 2.1, which can then be integrated into business process management systems and further processed automatically.
NGDX can also be connected to private or public blockchains. The exchange of documents is audit-proof due to the blockchain option. Further advantages of NGDX at a glance:
- The new standard focuses on functionality and interoperability
- NGDX convinces by its speed
- Documents are transmitted end-to-end
- Transmission does not start until the receiving device is ready.
- Hybrid encryption of documents is possible
On this page you will find more examples of the benefits of NGDX for public authorities.
With the blockchain option, in the event of a dispute or for an audit, it can also be clearly demonstrated to third parties that documents between sender and recipient have not been manipulated. (Read more in the interview with lawyer Axel Höper). All data can be archived and checked in a verifiable manner. And that in a simple, understandable and fast way.
NGDX for authorities: Accelerate processes, reduce paper overload
One family has grown. Because the old flat is too small in the long run, they decide after some considerations for the purchase of a single-family house. She goes on a search and after a short time she finds the ideal property. The key data are quickly negotiated with the seller. Now it's time to take out a mortgage. The bank needs original income statements and a certified extract from the land register. The notary also needs a certified extract from the land register from the seller so that the legality of the property can be proven and confirmed. The provision of the extracts by the land registry extends the processing time of the bank. When all documents finally reach the notary, the purchase contract is to be concluded. It is not easy to find an appointment where all parties have time at the same time. This leads to further delays. Finally the partners can agree on a day. The sales contract is concluded after a detailed examination of all documents, the identity and the correctness of the signatures. For this purpose, the notary writes the land register entry and arranges for the land registry office to make a preliminary notice of conveyance. This ensures that the house is reserved for the family until the final entry by the authority and cannot be sold twice. Once the purchase price has been paid into the notary's escrow account, all contractual agreements have been fulfilled.
Nevertheless, the land register entry and thus the final transfer of ownership still takes more than two and a half months due to the high workload of the office.
With the application of Next Generation Document Exchange (NGDX), the handling of the entire transaction, from the mortgage to the trustee to the transfer of ownership in the land register, is reduced from several months to just a few days. Effort and costs are thus minimized. For the first time, digital content can be permanently proven, checked, sorted and filed by NGDX. This makes NGDX with the Blockchain option legally secure. By a decentralized, redundant storage of the contents, transactions can no longer be manipulated. Content is verifiable, can be assigned and archived. Double encryption also makes the process fast and secure.
Sender
Send a document from wherever you want - smartphone, laptop or fax. An E-Mail from Outlook, for example, transmits the NGDX platform as PDF file. And all this without compressing or losing any data. The PDF can then be archived automatically. Depending on the configuration, you will then receive an e-mail with a dispatch confirmation. Now you can start further processes to process the documents.
Receiver
You receive and edit the PDF document sent from Outlook in the system of your choice. Do you use the blockchain option? Then you can prove in an audit-proof manner whether the data has arrived at your office complete and unchanged. After receipt, you can process the document automatically or manually and without additional effort. If your receiving device works without the NGDX standard, you receive the document as a fax - electronically or on paper. You can then process it further.
