Electronic Document Management: our advice for a good implementation

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Electronic Document Management: our advice for a good implementation
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To benefit from the advantages of the Electronic Document Management (EDM): it is first necessary to realize the inventory of the existing and to anticipate the needs of the users, explains Benjamin Bo uny, GED expert at Euklès , subsidiary of Docaposte and partner of Maileva .

Q: The implementation of Electronic Document Management (EDM) is often the flagship project, which symbolizes the willingness of a company to accelerate its digital transformation. Why does GED attract so much?

Benjamin Bouny: GOL has real power to consolidate information in one place. Invoices, HR documents, supply contracts, everything can be brought together and organized into a single repository. Companies gain in efficiency and safety. Nothing is lost, and most importantly, documents are easier to share. Take for example the bills. Whether you receive them by email or by mail, you can group them in the same place, and automatically extract data to facilitate accounting entry later. The same applies to documents related to ux human resources (HR).DMS performs the same role as stacks of colored folders in hanging folders containing information from all employees. Contracts and endorsements, pay slips, training documents, company vehicles, everything can be grouped together. In addition, GOL has many advantages over suspended files. It brings the control of the documentary heritage. It allows remote access and get digital signature of documents and thus promotes work in mobility as collaborative work. It also plays a key role in securing documents, in accordance with the General Rules for the Protection of Personal Data (GDPR).

Q: With GED, it’s ultimately all the organization of documents in the company that is impacted. How to avoid the complexity of implementation?

B:We must first set a starting perimeter that we can extend later. The first step preliminary essential, make the inventory of fixtures. Companies have no problem anticipating the benefits of GED, but they have more difficulty in making an inventory of the manual treatments they routinely do, or in accurately indicating the volume of the documents involved. In principle as much as in experience, we cannot improve what we have not taken the time to know well. The inventory is anyway a great opportunity to rethink in a global way how the company processes and stores its documents, who accesses it, when and why … In doing so, it must also be remembered that the documents are linked to processes, and thus to people.

Q: Is the choice of EDM software itself important, especially with respect to GDPR requirements?

BB:It is essential ! Because if it is too complex to parameterize or use, all the anticipated benefits will never be realized. In practice, and that’s why the volume issue is important, there are two types of GOL on the market. Some are designed for small or medium volumes with the simplicity of use in line of sight. The seconds are expected to absorb large volumes and perform sharp industrial processes. With rare exceptions, companies have every incentive to bet on a ready-to-use GED, and deploy it service by service, taking into account the specificities of each. The key to success is to bring value in use. This is the case when you can track the status of a document with a virtual buffer, without having to open it. GED also provides more security, including compliance with the GDPR, by allowing differentiated access rights to users. The Saas mode is not a handicap, quite the contrary. It may sound strange, but hosting GED in the company’s information system is rarely the right solution unless you are an expert in computer security and knowledgeable about the latest developments in case law. . Provided they are hosted in France and rely on a real foundation of trust, cloud solutions provide a more effective response, simply because the means to address security risks can be shared. on the contrary. It may sound strange, but hosting GED in the company’s information system is rarely the right solution unless you are an expert in computer security and knowledgeable about the latest developments in case law. . Provided they are hosted in France and rely on a real foundation of trust, cloud solutions provide a more effective response, simply because the means to address security risks can be shared. on the contrary. It may sound strange, but hosting GED in the company’s information system is rarely the right solution unless you are an expert in computer security and knowledgeable about the latest developments in case law. . Provided they are hosted in France and rely on a real foundation of trust, cloud solutions provide a more effective response, simply because the means to address security risks can be shared.

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To benefit from the advantages of the Electronic Document Management (EDM): it is first necessary to realize the inventory of the existing and to anticipate the needs of the users, explains Benjamin Bo uny, GED expert at Euklès , subsidiary of Docaposte and partner of Maileva . Q: The implementation […]
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