SNAP
BOTSWANA (PTY) LTD
Two-factor authentication
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This workstation's SNAP helper service secures every capture — it hashes, timestamps, signs and files each document locally. Paste its access token once to connect; it'll be remembered on this PC.
Pick the type of document you're capturing. This sets the fields the system looks for and where the file is filed.
Pick the file you scanned or copied into the Inbox. Every file listed has already been hashed, timestamped and signed by the helper.
Check every field against the document on the left. Highlighted fields need a closer look. Nothing is archived until you press Confirm.
Search by client name, contract number, invoice number, serial number, document reference, case number or client code.
Manage each user's role, access, password and 2FA. Privileged actions run through the locked-down admin service function.
Append-only, tamper-evident record of every event. "Verify integrity" re-computes the hash chain to confirm nothing has been altered or removed.
Metadata corrections raised by capture users. Accept opens the document's edit screen with the proposed value pre-filled (you apply it, fully audited); Reject or Escalate records your decision with a reason. Every resolution is audit-logged.
The client list grows automatically at capture. Rename to fix typos, or merge duplicates into one — the duplicate's documents re-point to the survivor.
Import legacy documents in small, admin-driven batches (each with its own Batch ID). Create a batch, then process its files: clean high-confidence extractions auto-archive (Verified By = AUTO), the rest go to review, and unreadable files are logged as failures. Close a batch to lock it and export its report.
A hard-delete needs two admins: one requests with a reason, a different admin approves. Documents under litigation hold can never be deleted; approving overrides the retention period (its sanctioned purpose). Every step is audit-logged and a tombstone is kept.
Approved hard-deletes tombstone the index row and keep the audit trail, but the actual image files must still be purged: the cloud copy (removed automatically on approval — retry here if it did not) and the local WS1 Archive copy. A document stays in this list until both copies are gone.
Download a complete snapshot of the system as CSV + JSON — every document in the index, the full append-only audit log, and the client master list. This is the offline fallback: if the cloud is ever lost, the CSVs (opened in Excel) plus the local Archive let you find and rebuild every record. Save each export to the file server and the offsite HDD.
Daily — run once a day; keep on the file server + offsite HDD.
Weekly — run once a week; keep the weekly set separately (longer retention).
One list of every document and where its file lives in both archives — the online cloud copy (Supabase Storage) and the local Botswana copy (WS1 Archive) — each with its SHA-256 hash. Use it to see exactly what each archive holds, or as the checklist when reconciling files.