Figure 1 – Interact SSAS Document Management Framework

The Document Management module in Interact SSAS enables Social Security Administrations to efficiently manage, store, and retrieve documents necessary for all transactions such as registration, contribution filings, benefit claims, and more. Below is a detailed list of features:

Comprehensive Document Tracking:

• Handles a wide range of documents supporting different transactions, such as Registration, Social Security Number Applications, Contribution Filing, Contribution Payments, Benefit Claim Applications and all Compliance Matters.
• Allows documents to be made mandatory or optional as part of a transaction or loaded later for future reference.

Document Association with Entities and Transactions:

• Each document is associated with specific entities such as Employers, Individuals, Employees, Pensioners, Healthcare Providers, or Financial Institutions.
• Documents are also linked to specific transactions, ensuring proper tracking and retrieval.

Document Classification:

• Documents are categorized by type (e.g., registration, benefit claim, etc.), and further described by details such as Document Subject, Transaction Type, Keywords, Description, and Folder for easy identification and search.

Document Storage and Numbering:

• Provides flexibility in how documents are numbered (either automatically by the system or manually by the user).
• Documents can be stored securely within the system’s database, ensuring easy retrieval and backup.

Review and Approval Workflow:

• Configurable workflows ensure that documents undergo proper review and approval before associated transactions can be processed.
• Supports multiple approvals when needed, with distinct roles defined for different users such as Document Management Department Head, Transaction Processing Officer, or Audit Department Head.
• The workflow ensures that only authorized users have access to validate and approve documents.

Custom Document Types and Transactions:

• Users can define any type of document in the system, enabling flexibility to match the requirements of different transactions.
• The system allows users to specify the exact documents required for each transaction, such as Employer Registration Requests.
• For Benefit Claims, the system allows for configuring which Documents are required for Benefit Renewal.
• Document Validation Rules can be configured to specify which Documents are required to be submitted by which Claimants depending on the Claimant’s profile, such as Age, Gender, Location, Marital Status, etc.

Search and Retrieval:

• Documents can be easily retrieved using a robust search functionality that allows searching by various fields such as Entity, Document Description, Document Type, Transaction Type, Subject, and Keywords.
• The system displays a list of processed documents that can be quickly accessed by users as needed.

Document Approval Status:

• Tracks the status of documents throughout the approval process, ensuring transparency and accountability in document handling.
• Ensures that documents are linked to the right transactions and processed efficiently.

Integration with Other SSAS Modules:

• The Document Management module is fully integrated with other Interact SSAS modules, allowing seamless sharing of documents across different functions such as Compliance, Case Management, Benefit Claims, and Contribution Management.

Flexible Setup for Document Handling:

• The General Setup allows users to configure how documents are handled, including storage methods (BLoBs, for encrypted storage in the DB, or external storage), numbering systems, and the core review/approval workflow.
• Administrators can set specific rules for handling, processing, and approving documents based on the organization’s needs.

This comprehensive list of features ensures that the Document Management module in SSAS provides a robust framework for handling and processing documents critical to Social Security Administration activities. It streamlines document-related workflows, enhances transparency, and improves access to necessary documentation.