De Rham chooses EDM Efalia to dematerialize its files

De Rham optimizes its document management with Efalia Doc

De Rham, a historic real estate agency in French-speaking Switzerland, has chosen the EDM Efalia solution to dematerialize all of its rental files. This major project digitized 19,600 files representing 600,000 pages, while maintaining access to documents during the transition. With this solution, De Rham modernized its document management with a structured filing plan and instant access to digitized files.

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Challenge

De Rham managed a considerable volume of paper files as part of its real estate activities and wanted to modernize its document management.

• Dematerialize 19,600 rental files in an EDM solution
• Maintaining access to files during dematerialization
• Manage a wide variety of scan formats (envelopes, A4/A3 sheets, tickets)
• Set up a classification plan structured in 3 parts
• Ensure automatic indexing and quality control
• Reconciling paper files with digital references

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Solution

Efalia Doc was deployed to meet De Rham's specific dematerialization needs. The solution made it possible to digitize all rental files according to a defined classification plan.

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Efalia Doc

• EDM solution (Electronic Document Management)
• Classification plan structured in 3 parts
• High volume production scanner
• Automatic indexing system with bar codes
• Interface for instant access to scanned documents

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Results

The dematerialization of De Rham's 19,600 rental files was successfully completed in just 3 months, allowing the real estate agency to completely modernise its document management. Thanks to the Efalia Doc EDM solution, the teams in Lausanne and Montreux now benefit from instant access to all documents, radically transforming their operational efficiency. The three-part filing plan and automatic indexing ensure a quick and accurate search of the 600,000 scanned pages.

Dematerialization process carried out

• Preparation of files: Complete boning (staples, paper clips, post-it notes)
• Classification: Arranging according to the filing plan with separators
• Digitization: Production scanner with a volume of 30,000 to 50,000 pages/day
• Indexing: Direct EDM automation in the right files
• Export: Documents in the requested format with metadata
• Instant access: Immediate availability of scanned files
• Restitution: Return of paper files according to the requested numbering

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Structured filing plan

• Reference documents
• State of play
• Correspondances

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Completion time

• Complete process: 3 months from care to return

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Return on investment

• Complete modernization: Successful transition from paper to digital for all rental files
• Operational efficiency: Instant access to documents from agencies in Lausanne and Montreux
• Optimization of spaces: Significant release of physical storage space
• Data security: Protection and digital backup of 125 years of real estate archives

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