Lost MDPH files, social assistance applications that accumulate, users who travel multiple times to provide the same documents... The paper-based management of social services is reaching its limits. Since the lockdown in 2020, the urgency to digitize social assistance has never been so obvious.
How the Social EDM Does it transform the daily lives of agents and improve the experience of the most fragile citizens?
The Complex Daily Life of Social Assistance
Sensitive Documents to Protect
The agents of MDPH, social housing services and global social support systems (ASG) handle daily Highly Confidential Documents : aid application files, medical certificates, income certificates, salary slips, supporting invoices.
Each file tells a personal story and requires careful, secure and fast processing. Even the smallest loss of a document can delay vital assistance For a family in difficulty.
The Challenges of Agents on a Daily Basis
Multi-channel information collection : letters, emails, visits to the counter, telephone calls. Documents come from everywhere and must be centralized, classified and archived. Agents spend a considerable amount of time piecing together complete files.
Coordination between services : A request for help may involve several departments, external partners, social workers. Sharing information is becoming a real headache When documents are scattered in different filing cabinets.
Follow-up of requests : The user calls to find out the progress of his file. The officer must search the archives, check if all the documents have arrived, identify the current processing stage.
Social EDM: More than Just Storage
The Electronic Document Management Social goes beyond simple digital archiving. It constitutes The Nervous System of Social Welfare Services, organizing and securing all document flows while respecting the specificities of the sector.
Native integration with your business tools
Seamless Connection with existing social management software. The creation of a new folder in your business tool automatically generates the corresponding document tree in the ECM. Everything Remains Controlled from Your Usual Environment.
Respect for the right to be forgotten
Social EDM natively integrates the obligations of Deletion of personal data according to legal deadlines. No need for complex manual procedures: the system automatically manages the archiving and purging of sensitive documents.
Immediate benefits for your teams
Simplifying administrative processes
No More Lost or Duplicate Documents. Automatic scanning and smart filing eliminate endless searches in filing cabinets. Agents instantly found any document thanks to the multi-criteria search.
Electronic validation and signature : Approval circuits are automated. No need to physically circulate files between departments for validation. Each step is traced and the deadlines respected.
Optimized collaborative work
Simultaneous Access to Folders : Several agents can work on the same file without conflict. The social worker consults the family situation while the administrative officer checks the supporting documents.
Secure sharing with partners : Fast and secure transmission of documents to CAF, Pôle Emploi, social landlords or other partner organizations. Each share is traced and controlled.
Teleworking made easy
Continuity of service guaranteed : Teleworking agents access all files from home. The health crisis has demonstrated the importance of this flexibility in order to maintain the support of the most vulnerable.
Improving Service to Citizens
Reduced processing times
Automated document processing : The documents sent by users are automatically integrated into their files. No more manual re-entry, fewer errors, faster processing.
Real-time tracking : Citizens can consult the progress of their application online, know the missing documents, and receive automatic notifications on important steps.
Modernized Citizen Relationship
Integrated teleservices : Seamless connection with citizen portals. Users file their requests online, complete their files digitally, and receive their responses electronically.
Fewer trips : No More Going Back and Forth to Supply the Same Part Several Times. Once scanned, the document is available to all departments concerned.
Enhanced Security and Privacy
Protection of sensitive data
Granular access control : Each agent has access only to files under their jurisdiction. Rights are finely managed according to the services, the types of files, and the hierarchical levels.
Full traceability : Who consulted what, when, for what reason? Each action is time-stamped and traced, guaranteeing the confidentiality and security of personal data.
Regulatory compliance
Native RGPD : Social EDM integrates data protection principles from the design stage. Automatic management of storage periods, progressive anonymization, easy right of access and correction.
Environmental and economic impact
Drastic reduction in paper
Elimination of Systematic Impressions : No need to print each document to create physical files. The environmental impact is significantly reduced while reducing printing and storage costs.
Optimization of spaces
Release of the archiving premises : Cabinets and physical archive rooms can be reassigned to the public reception or to the offices of agents. Space is becoming an asset to improve working conditions.
Phased implementation
An approach adapted to public constraints
Deployment by services : Starting with a pilot service (e.g. housing assistance) allows you to validate the settings and adjust them according to feedback from the field before generalization.
Accompanied training : Agents discover the solution through their daily use cases. No theoretical training but a concrete apprenticeship on their real issues.
Migrating existing archives
Progressive digitization : Paper files are integrated continuously, without urgency or constraint. Priority to active files, archiving old files as needed.
Conclusion
Social EDM represents much more than a simple technological modernization. It constitutes A lever for improving public service Which benefits everyone: more effective agents, better supported citizens, more responsive administrations.
By intelligently digitizing processes while maintaining the human being at the heart of social support, social EDM prepares assistance services for the challenges of tomorrow. The Social Emergency Does Not Wait : every day that digitization is delayed, so many families are waiting longer for the help they need.
In a context where social needs are increasing and public resources remain constrained, optimizing administrative efficiency is becoming a solidarity issue.
Does your social service want to modernize its document management? Our public sector experts support you in setting up an EDM adapted to the specificities of social assistance.
