When we talk about ECM, there is bound to be a reflection on the process of document management and dematerialization beforehand. Dematerialization has become a necessity for many businesses, who want to improve their efficiency, productivity and environmental impact. This practice involves converting physical documents into digital files for easier storage, sharing, and processing.
Dematerialization can be applied to a wide variety of documents, such as invoices, contracts, pay slips, reports, health records, HR documents, etc.
But how do you dematerialize them? In this article, we'll show you the steps you need to take to make this transition a success.
Why dematerialize documents?
The dematerialization of documents has numerous advantages for businesses, including:
- Better information management: thanks to the digitization of documents, it is easier to store, search and find important information. Documents can be filed, organized, and archived more efficiently, saving time and reducing errors.
- Reduced costs: dematerialization makes it possible to reduce the costs associated with storing, printing, mailing and manual document processing. It also helps to reduce the risks of loss or theft of documents.
- Reduced environmental impact: dematerialization makes it possible to reduce the use of paper and ink, as well as greenhouse gas emissions related to the production and transport of documents.
The steps to dematerialize documents
The dematerialization of documents is an operation that can be carried out internally or by a specialized company. The steps to follow are as follows:
📋 Step 1: Assessment of needs and required resources. This step consists in defining the documents to be dematerialized, the processes to be followed, the necessary tools and the skills required.
📂 Step 2: Preparing documents to be scanned. It is important to sort the documents to be scanned and to prepare them by removing staples, paper clips, and sticky sheets.
📱 Step 3: Digitization of documents. Documents can be scanned using a scanner, digital camera, or smartphone. It is important to choose the correct resolution and format for each document.
🏷️ Step 4: Indexing of documents. Digitized documents should be indexed to make them easier to find later. It is important to choose the right metadata for each type of document.
💾 Step 5: Storage of scanned documents. It is important to store and classify scanned documents in an electronic document management system (EDM) to facilitate their consultation, sharing and archiving.
Tools to dematerialize documents
There are many tools available to help dematerialize documents. Desktop scanners, multi-function photocopiers, and production scanners are examples of tools that can be used to scan paper documents. Les scanning software and file conversion tools, such as Efalia Capture, can help with the conversion of scanned files into an appropriate format. Finally, a EDM software, such as Efalia Doc, helps store, organize, and manage digital files.
The advantages of dematerializing documents
EDM offers many advantages for businesses looking to optimize their document management.
Time saver
Dematerialization makes it possible to considerably reduce the time needed to manage documents. Documents are easily accessible from a computer, eliminating the need to manually search for documents in filing cabinets or archive boxes. Document processing processes, such as data entry and validation, are also accelerated.
Saving storage space
Paper documents take up a lot of space in offices and storage spaces. Dematerialization frees up space by eliminating the need to store physical documents. Documents can be stored in their digital format on hard drives, in the cloud, and of course in an EDM.
Data security
Dematerialization makes it possible to better secure sensitive business data. Digital documents can be encrypted and stored in secure environments. Data can also be backed up regularly to avoid data loss in the event of a disaster.
Accessibility
Digital documents can be accessed anytime and from anywhere with an Internet connection. This makes it easy for employees, partners, and customers to collaborate remotely.
Ecology and sustainable development
Dematerialization makes it possible to reduce the consumption of paper and ink, as well as the production of waste. This contributes to the protection of the environment and to the establishment of more sustainable document management.
In short, the dematerialization of documents brings numerous advantages for companies of all sizes and in all sectors of activity. This is an important step to take to optimize document management and to comply with new regulations.
Precautions to take when dematerializing documents
The dematerialization of documents has many advantages, but it also requires certain precautions to be taken to ensure the security and reliability of scanned information.
Here are some precautions to take when dematerializing documents:
- Respect the standards in force: before starting dematerialization, it is important to find out about the standards in force in your country or sector of activity. These standards define the rules to be respected in order to guarantee the legal validity of scanned documents.
- Provide regular backups: dematerialization involves the deletion of original documents in favor of their digital version. It is therefore essential to provide regular backups to avoid data loss in the event of a technical problem.
- Secure data: scanned documents may contain sensitive information that needs to be protected. It is recommended to use tools to secure data and to adopt an access management policy to limit who has access to documents.
- Check the quality of the scans: to avoid reading errors or illegible documents, it is important to check the quality of the scans. Scanned documents need to be clear and accurate to ensure future use.
- Training employees: dematerialization implies a change in the way they work. It is therefore essential to train future users in scanning and document management tools to ensure a smooth transition.
Conclusion
In conclusion, the dematerialization of documents offers numerous advantages in terms of document management, data security and productivity. However, it is important to take certain precautions to ensure that dematerialization takes place in the best conditions. It is therefore recommended to be supported by dematerialization experts to ensure the success of your project.
Remember that dematerialization is a major challenge for businesses, which allows them to modernize and remain competitive in a constantly changing world. So, do not hesitate any longer, embark on such a project and take advantage of all the advantages that it can bring you!
