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    Fast Four S&C - Datasheet Architecture and Data Security PDF

    Uploaded by

    Anurag Singh
    The document provides information about the system architecture and data storage for a scan and capture application. The system uses NetSuite as the core application, with additional components for PDF invoice capture using Abbyy Flexicapture Cloud and e-invoicing using Basware. Data is stored in various components, with personal data involved if vendors or customers are individuals. Fast Four acts as the data processor for some components and other companies like NetSuite, Abbyy, and Basware act as sub-processors.

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    Fast Four S&C - Datasheet Architecture and Data Security PDF

    Uploaded by

    Anurag Singh
    351 views5 pages
    The document provides information about the system architecture and data storage for a scan and capture application. The system uses NetSuite as the core application, with additional components for PDF invoice capture using Abbyy Flexicapture Cloud and e-invoicing using Basware. Data is stored in various components, with personal data involved if vendors or customers are individuals. Fast Four acts as the data processor for some components and other companies like NetSuite, Abbyy, and Basware act as sub-processors.

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    Fast Four S&C - Datasheet architecture and data security.pdf

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    The document provides information about the system architecture and data storage for a scan and capture application. The system uses NetSuite as the core application, with additional components for PDF invoice capture using Abbyy Flexicapture Cloud and e-invoicing using Basware. Data is stored in various components, with personal data involved if vendors or customers are individuals. Fast Four acts as the data processor for some components and other companies like NetSuite, Abbyy, and Basware act as sub-processors.

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
    Download as pdf or txt
    351 views5 pages

    Fast Four S&C - Datasheet Architecture and Data Security PDF

    Uploaded by

    Anurag Singh
    The document provides information about the system architecture and data storage for a scan and capture application. The system uses NetSuite as the core application, with additional components for PDF invoice capture using Abbyy Flexicapture Cloud and e-invoicing using Basware. Data is stored in various components, with personal data involved if vendors or customers are individuals. Fast Four acts as the data processor for some components and other companies like NetSuite, Abbyy, and Basware act as sub-processors.

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
    Download as pdf or txt
    of 5

    Datasheet

    Scan & Capture


    System Architecture & personal data
    System Architecture
    The system architecture is different for two elements of the application: PDF Invoice Capture and E-
    Invoicing. Both are optional, customers can choose to use one or both. Both need to be configured
    by a team member of Fast Four, it is not possible to use one element when it’s not configured.
    PDF Invoice Capture

    NetSuite

    Vendor & Invoice data


    Subsidiary data
    Invoice PDF

    Vendor &
    Vendor & Subsidiary Subsidiary data Abbyy Flexicapture
    Database Cloud

    OCR
    Configuration

    Project Setup Station

    Application Hosting Country Operated by


    NetSuite Various* Various* Oracle NetSuite
    Vendor & Subsidiary Amazon AWS Germany Fast Four BV
    Database
    Abbyy Flexicapture Cloud Microsoft Azure Netherlands Abbyy GmbH
    Project Setup Station Hetzner Germany Fast Four BV
    * Please check with your NetSuite account manager

    NetSuite is used as the cornerstone of this application. Most of the Scan & Capture application lives
    inside NetSuite.
    The Vendor and Subsidiary database is used to store basic vendor and subsidiary data required for
    Abbyy Flexicapture to determine the country, apply country specific settings such as tax and detect
    the vendor of the PDF.
    Abbyy Flexicapture Cloud performs OCR of the vendor bill and returns the captured data.
    The Project Setup Station is used to create and modify OCR configuration on Abbyy Flexicapture
    Cloud.

    E-Invoicing

    NetSuite

    Sales Acknowled Acknowled


    Invoice gement gement
    Data and status and status
    report report
    Purchase
    Invoice
    Data

    Basware

    E-invoice Networks / Operators

    Application Hosting Country Operated by


    NetSuite Various* Various* Oracle NetSuite
    Basware Oyj Amazon AWS EU (for EU customers) Basware
    * Please check with your NetSuite account manager

    NetSuite is used as the cornerstone of this application. Most of the Scan & Capture application lives
    inside NetSuite. Connections to Basware are always initiated from NetSuite.
    Basware Is responsible for delivery of sales invoices and conversion to the data format that the
    receiving operator expects. For purchase invoices Basware is responsible for the receipt from the
    sending operator, conversion to a standardized data format and convey the data once the S&C
    application in NetSuite calls for it.

    Data Storage
    For each application, we discuss:
    • what customer data is stored and why
    • how long the customer data stored
    • is personal data involved
    • who is the personal data processor

    NetSuite
    In NetSuite a lot of data is stored. For this application, four elements are important:
    1. Vendor bills and credit notes
    2. Vendors
    3. Subsidiaries
    4. Supporting records (Bill to Process, emails data received etc)

    Of these, only supporting records fall under the responsibility of the Scan & Capture application.
    Data on these supporting records are stored for correct functioning of email receipt functionality,
    the integration to Abbyy Flexicapture and the user interface around bill processing. Data is stored
    indefinitely but can be removed by the operator of the NetSuite account (the NetSuite customer).
    Personal data is involved if the vendor is an individual. Fast Four is data processor of the supporting
    records. Oracle NetSuite is data processor for the rest of the data, this falls under the Data
    Processing Agreement between the NetSuite customer and Oracle NetSuite.

    Vendor & Subsidiary Database


    Since Abbyy Flexicapture does not have its own database for vendor and subsidiary data, it relies on
    an external database. For the vendor and subsidiary, only basic data is stored, the minimum
    required for Abbyy Flexicapture to perform the following tasks:
    • Apply country-specific settings (such as languages expected, tax settings)
    • Detect the vendor of the PDF

    The data is stored maximum 14 days after it’s refreshed from NetSuite. The refresh from NetSuite
    happens daily. In case the refresh will not happen for 14 days, data is purged.
    Personal data is involved if the vendor is an individual. Fast Four is the data processor.
    Abbyy Flexicapture Cloud
    In this application vendor bills are stored and data captured from vendor bills.
    Vendors and subsidiaries are cached from the vendor & subsidiary database. This is required for
    Abbyy Flexicapture to perform the following tasks:
    • Apply country-specific settings (such as languages expected, tax settings)
    • Detect the vendor of the PDF

    Vendor bills and captured data is stored for two weeks. Personal data is involved if the vendor is an
    individual. Abbyy GmbH is the processor of the data as a sub-processor of Fast Four B.V.

    Project Setup Station


    This application controls the configuration of the Abbyy Flexicapture Cloud. It acts as an interface to
    Abbyy Flexicapture Cloud, no data is stored.

    Basware
    This application stores vendor bills, sales invoices and accompanying data included in the e-invoice.
    In countries where there is no central database of e-invoice customers, Basware stores information
    about the customers, such as the Name, address, E-Invoice Endpoint ID and the operator that is
    used by the customer in order to successfully deliver future invoices. For countries with a central
    register like Norway, companies will be registered by Basware on request.
    E-invoice data is stored for three months. Personal data is involved if the vendor or customer is an
    individual. Basware Oyj is the processor of the data as a sub-processor of Fast Four B.V.

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