DIGITISATION SOLUTIONS FOR PROCESSES AND DOCUMENT FLOWS
Companies nowadays collect vast quantities of data - EDM can be used to streamline document management, helping to absorb these volumes.
Electronic document management
Electronic management of client files
Electronic management of employee documents (electronic strong box)
Capture : scanning physical documents, screenshots of electronic documents .
Filing: incorporating full-text documents in order to make searches easier.
Processing: creating document circuits in order to make it easier to carry out related tasks.
Preservation: inalterability, backing-up, and document destruction.
Transmission: sending documents in electronic format or outsourcing postage via a document editing centre.
Sharing: document distribution, handling authorisation and relevant security.
Search: quick and effective searches, covering multiple criteria and multiple devices.
Back-up: backing up files, emails and databases. Lets you identify document versions.
Within your company, electronic document management (EDM) can be used to automate a whole host of processes. At the beginning of each process, documents are entered into the EDM solution, which is what is known as document capture. This may be in paper format (if it has been scanned), or electronic (e.g. email).
Once entered into the EDM solution, documents are filed automatically in accordance with the parameters you set in advance. Documents then undergo processing: depending on how they are filed, documents enter into a specific process. These will be processes which are currently in place within your business, and may be comprised of one or more tasks: validation circuits, sending out alerts, reminders, etc. Finally, once a document ceases to be active, the EDM solution will archive it automatically.
At any time you may track a document, view it using the powerful search tool and, if necessary, send it using a link as an attachment to an email or by outsourcing postage (you can configure access rights yourself).
Digital preservation lets you store your documents securely in digital format. Unlike a traditional document management system, digital preservation can be used to store documents to which no further modifications are to be made.
Preservation becomes totally digital:
> Documents which have ceased to be active are sent to the digital preservation system.
> You can search for them quickly and easily using the search tool, searching for content and not simply the name of the document.
> Documents preserved digitally can be viewed and downloaded as required.
> Lastly, documents can be shared using a link.
From a legislative perspective, you can choose to retain only digital documents.
When it comes to your relationships with your clients, many documents are exchanged and there are many tasks to be carried out.
The first thing you will do is provide a quote, followed by a contract or an order form, which you will get your client to sign. You will also ask them for a whole host of documents (ID, certificate of company registration, bank details, direct debit mandate, etc.) in order to complete the service request. The documents that are created are then added to the digital file on your client, in addition to any documents sent by the client.
All documents created over the course of your relationship with your client - such as invoices, credit notes or order forms - will automatically be added to the client file, gathering all documents together in the same place. This makes searching for them easier when either you or your client needs them.
Client files are shared by the sales department and the invoicing department - digitisation can help to reduce processing timeframes. This helps to streamline the process and makes it less likely you will forget deadlines, which can cost you big time.
You will have a whole host of documents on your employees, many of which will be sensitive. Privacy is paramount, but you also need to be able to share these documents with them. Electronic strong boxes can help to keep these transmissions safe.
Electronic strong boxes are storage spaces which can be accessed securely using just an internet connection. Electronic strong boxes can be used to store documents for your employees to access, from payslips and contracts to other personal documents concerning them. You may choose to make this process automatic, via the virtual printer you send your payslips to.
Your employees, both past and present, will be able to access all of their past payslips and other HR documents via the web portal for the digital strong box over the course of their professional career, as required by law.
Are you planning to redefine your document management? Our experts are here to help you in your approach. Do not hesitate to contact us via this form so that we can define together a new organization of your processes. We will determine with you the solutions adapted to your needs in terms of digitisation of your processes
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