Going paperless involves transforming physical information media (generally paper documents) into computer files (bringing the dream of the “paperless office” to life). In IT terms, this means transferring information that exists in analogue form (paper, film, microfilm) to a digital medium. In this specific case, we talk about digitising a document. Alternatively, the document can be created in digital form and processed digitally.
MULTIGEST can directly scan any paper document into the Document Management System using any scanner or multi-function copier.
Apart from the scanning itself, the most important part of this operation is the indexing/classification, which is essential in order to manage the document in its subsequent active life (searching, viewing, validating, archiving etc.).
MULTIGEST offers several indexing tools with increasing degrees of automation:
- Manual indexing (or manual data entry): indexes are entered on to the screen after reading the scanned image of the document.
- Indexing by reading bar codes: bar codes are read directly from the document or from labels placed on the document.
- Indexing by automatic reading of predefined zones: if the document structure is known (so-called “outbound” documents) MULTIGEST can directly “read” certain zones and use their content to classify the document.
- Fully automatic indexing through “semantic” document reading (e.g. supplier invoices), extracting all the relevant information from the invoice.
In all these cases, indexing can be supplemented with the organisation’s existing data held in its databases (ERP, CRM etc.): a link is established based on a single shared field and the additional data is retrieved automatically and incorporated into the DMS, enabling more complete document management.
Digital workflows and processes
MULTIGEST can model an organisation’s administrative processes and manage them entirely electronically. The people involved in a process are alerted in real time and carry out their actions on screen, while managers can use control panels to supervise their activities. Tracking sheets and requests for procurement, leave or investments all become electronic, will never go missing and can be viewed and checked from any workstation or smartphone.
MULTIGEST makes it possible to electronically sign any digital document using electronic certificates. This results in a very tangible move away from paper, with the disappearance of thick, heavy and inconvenient signature books!
=> During the document’s active life, the EDM system offers PROCESSES (or workflows)…
Going paperless involves transforming physical information media (generally paper documents) into computer files (bringing the dream of the “paperless office” to life).
A Document Management System solution such as MULTIGEST is designed to manage documents throughout their active lifetime or retention period.