Management of the Documentation Release by the Programmable Electrical Energy Flow-Individually Made Machine Called Documentomat

It is well known that in a turbulent world (full of processed information), information has a particularly high value. Wide access to technology makes the data transformation and transmission processes faster and more vulnerable to leaks and unauthorized access. This publication discusses the concept of information security management based on a development of a machine called documentomat. It is the machine built to automatically release documents with regard to high security standards. The entire flow of the documents in the company has been presented and the formalized process of decision-making to develop and finally build above-mentioned machine was described. The problems and doubts raised during the machine building process were presented along with the solutions adopted. The device has been designed, constructed, and programmed within the resources of one micro-sized limited liability company in Europe. Thus, it is the solution working in a real world that may find application in many similar companies, not the theoretical concept only. The final result exceeded the expectations of the project team, leading to strengthening of the competitive position of the company. This occurred through the following aspects: adding significant advantage to its offer, which is the ability to release the documents at any time with regard to high security standards. Moreover, the long-term level of costs of such a solution seems to be very low. During the one year of operation period, two malfunctions took place, each was repaired in just 3 h (repair and improvement, labor only, no spare parts needed). Any further maintenance, repair, or development can be done at very affordable prices, at non-available on the market labor cost, which will potentially further strengthen the impact of the solution on the competitiveness of the company. Improvement in terms of competitiveness of the company and data safety has been gained. The success of this project proves that, in some cases, it is worth to develop the necessary solution within the resources of the company rather than buying one from an external enterprise.