Electronic user files at MDPH du Nord
Interview with Philippe Dubois, Modernisation and IT Manager at the MDPH du Nord home for people with disabilities, by Efalia in May 2014
Why did you consider deploying a digitisation and DMS solution?
At MDPH du Nord, paperless operations responded to several objectives:
- Reducing the overall time spent processing files thanks to the ease of searching for documents, simpler automated classification and the speed of access to documents.
- Improving the quality of file management through greater information availability (any time, anywhere), securing document access and the possibilities of faster transmission of information to partners and/or service users.
- Avoiding the space requirement of storage in filing cabinets (the MDPH files currently represent 2.4 linear kilometres of paper files).
- Improving working conditions for staff by eliminating the need to handle stacks of files and enlarging living spaces by doing away with filing cabinets and piles of paper.
Which types of documents do you handle? And how?
The largest volumes represent requests from service users (320 files per day, averaging 18 pages each). These files can contain all kinds of documents in various formats (CERFA forms, various supporting documents, medical, social and school reports, from identity photo size to A3).
Are there other advantages of electronic operation?
Paperless processes enable us to consider new organisational methods, and in fact this is a crucial point for us. It is essential to see an DMS project as an organisational project above all.
Going paperless leads to significant changes in the work of the MDPH (disappearance of certain roles, appearance of new ones and changes to all of them). Involving staff in the approach and in the thinking process enabled us to engage global momentum around these new working methods.
Why did you choose MULTIGEST?
Well before the project began, we carried out a complete analysis to determine which tool was most suitable. Various solutions were evaluated (open source, free software, proprietary). Our conclusions showed that almost all the solutions tested were equivalent in terms of features, so we chose MULTIGEST because it was closest to MDPH’s activities.
What are your future projects?
We want to take our electronic document management even further:
- We have a user portal we want to connect to the Document Management System to enable users to obtain certain documents directly.
- We would like to set up a system of electronic request forms.
- We are considering systems for exchanging documents and information with service users and partners based on smartphone/tablet technologies.
Modernisation and IT Manager