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LOCAL AUTHORITIES : WHY ADOPT ELECTRONIC DOCUMENT MANAGEMENT SYSTEM (DMS)?

There is no shortage of reasons for setting up a digitisation project.

The first is the legal obligation. The French government’s simplification policy requires all local authorities to digitise all accounting and supporting documents by 1 January 2015. Environmental and financial constraints, combined with the need for efficiency in a period of tight public-sector budgets, also encourage paperless operations – moving away from paper saves on the space dedicated to archives in local authority buildings and makes it possible to sort, archive, store and ultimately destroy documents with total security and in accordance with the law.

How should a digitisation project be approached?

Efalia’s expertise and experience enable our partners to define their digitisation projects according to their own needs, legal obligations and document volumes. Efalia’s teams contribute their skills when digitisation procedures are put in place and advise local authority staff on legal compliance, archive quality and document conservation.

Once the digitisation project has been defined, Efalia trains the customer’s teams in traceability and the secure storage of the archived documents.

  • Efalia ensures optimum traceability of the documents managed by its own software, enabling local authorities to establish a classification scheme based on a list of metadata defined jointly by Efalia and the local authority. The metadata is used to identify documents quickly and simply based on their identifier, retention period and final disposition, access rights and authorisations.
  • Efalia also offers its expertise in security for the documents processed. Efalia’s DMS solution provides total control over who can access documents, and particularly any documents containing the personal details of local residents. The DMS solution for digitising documents ensures legal compliance for local authorities by controlling the entire document archiving process, from scanning to destruction.

BUSINESS : WHAT THE MULTIGEST DMS SOLUTION OFFERS

Beyond a certain volume of business, electronic archiving becomes essential for any business. Apart from saving storage space in your premises, digitisationoffers many opportunities to cut costs, improve your administrative processes and optimise the quality and lead times of your services or deliveries.

  • Manual document entry can quickly prove not only laborious but also costly in terms of human resources and time.

= >The MULTIGEST solution from Efalia responds to these needs: the Automatic Document Recognition (ADR) and Optical Character Recognition (OCR) functions make it possible to sort your recurring documents automatically (delivery notes, invoices, waybills etc.). As they are now available as independent modules, you can configure the ADR and OCR functions to recognise zones in your different document types, or create templates that will automatically fill in the metadata associated with a particular document type.

These modules offer significant productivity increases for any company that deals with large volumes of documents (suppliers to the retail industry, transport companies etc.).

  • Managing access and revisions to contractual documents can also be tricky: the benefit of electronic document management software is that your staff can identify who has viewed and modified any document and access a comprehensive view of its successive versions. The system also enables targeted document sharing to support collaboration, while avoiding unnecessary, space-hungry duplication.

= >The MULTIGEST solution from Efalia provides simple document classification, optimum accessibility and wide sharing among colleagues thanks to an easy-to-learn interface and full interoperability with most business software.

The Efalia document workflow engine allows all your staff to access the right document simply and quickly, even when travelling, monitor changes over time and save space on your server, avoiding duplication.

PROFESSIONAL FREELANCERS : WHY CHOOSE THE EFALIA DMS SOLUTION?

Professional freelancers need to be mobile, flexible and independent in order to meet their clients’ expectations. Efalia’s solutions respond to these needs: flexibility and mobility are our core business, and we are familiar with the daily challenges that confront professional freelancers.

We know that freelancers work alone throughout the process of producing the services they offer. What Efalia’s solutions offer, especially the solution in SaaS mode, is peace of mind.

Thanks to its simple, intuitive interface, you will be using the MULTIGEST Electronic Document Management Software independently after just two days of training, with no need to worry about the hosting infrastructure or the software becoming obsolete. Our project managers take care of all that for you.

The Efalia fully web-based DMS solution also offers complete mobile access to your data wherever you are, together with unbeatable security thanks to our servers at the IBM data centre in Montpellier, considered one of the most secure in France.

Freelancers also need to be able to make their documents available to their clients in order to work closely with them and offer services tailored to each one.

The fully web-based solution also meets these needs via a personalised document distribution portal designed specially for the needs of freelance professionals, accessible securely through a simple-to-use authorisation system.

Our technicians and project managers are always ready to listen if you need an archiving solution tailored to your needs. With over thirty years’ experience in electronic archiving, we can identify the solutions that suit you best and offer responsive, efficient after-sales service. We know very well that a breakdown lasting even just one day can be very damaging to freelance professionals.

ASSOCIATIONS : ELECTRONIC ARCHIVING THAT MAKES LIFE SIMPLER

The problems faced by associations are different from those of businesses or local authorities. However, they do share certain challenges, such as the need for efficient management with limited resources, the need to manage paper documents with no dedicated staff and the need to share information openly but securely.

The electronic document management solutions developed by Efalia are ideal for associations of any size, freeing them from laborious archiving work they do not always have the resources to handle.

Efalia’s Electronic Document Management System (DMS) solutions enable associations to efficiently centralise and classify data about their members and instantly search for documents while outsourcing the work involved in managing the classification.

Finally, as associations also have their own specific needs, such as transparent decision-making, the mechanisms for user authorisation and document modification enable associations to share information about their governance with office-holders, secretaries or all members openly and transparently but with total security.