The Marne Department optimizes its document management with Efalia ECM

The Marne Department dematerializes the files of elderly and disabled people with Efalia

The Marne Department has initiated a process of modernizing the management of its social files. In this context, it selected an Electronic Document Management solution to support this transformation. Efalia ECM Multigest was thus chosen to modernize the management of files of the Departmental Solidarity Department (DSD) on the perimeter of elderly and disabled people. The solution now allows these files to be processed digitally while guaranteeing regulatory compliance and documentary integrity.

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Challenge

The Marne Department wanted to modernize the documentary management of its social action while meeting regulatory and organizational requirements.

• Reduce physical storage space and limit the risk of document loss
• Simplify access to the files of elderly and disabled people (paper to digital) in order to speed up response times for beneficiaries.
• Ensuring GDPR compliance with rigorous document lifecycle management
• Facilitate teleworking through secure digital access to files
• Ensure integration with existing business tools (SOLIS)

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Solution

Efalia ECM Multigest was deployed as a centralized ECM solution, integrated into the departmental IT ecosystem. The system ensures the capture, management and preparation for archiving of documents, therefore the entire life cycle of the document, on the perimeter of the elderly and disabled

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Efalia ECM Multigest

• ECM engine for beneficiary files (elderly and disabled people)
• Bidirectional interface with SOLIS business software
• Digitization chain co-constructed with the Departmental Archives, allowing — under scientific and technical control and via disposal slips — the authorization of the early and periodic destruction of paper documents on the perimeter of the elderly and disabled
• Possibility of exporting archiving batches for SAE payment

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Results

The Marne Department has undertaken a global approach to modernize the management of its social files. In this context, and after analyzing the needs, he chose to rely on an Electronic Document Management solution to support this transformation. Efalia ECM Multigest was thus deployed to support this evolution and rethink treatment workflows. On the perimeter of the elderly and disabled, the solution made it possible to convert traditional document processes into more efficient digital workflows, while ensuring security and regulatory compliance. This modernization now facilitates the work of agents and improves the quality of service to the users concerned.

• Targeted dematerialization : Digital processing of the files of elderly and disabled persons of the DSD
• Optimization of spaces : Reduction in physical storage through the scanning and controlled and authorized destruction of paper documents
• Accelerating processes : Significant reduction in processing times on the perimeter concerned
• Strengthened compliance : Strict compliance with the RGPD with precise management of documentary life cycles
• Organizational flexibility : Facilitation of teleworking with secure access to files

Return on investment

• Operational gains : Reduction of physical storage and archiving costs on the dematerialized perimeter
• Productivity improvement : Fast access to information and accelerated processing of targeted cases
• Securing data : Limiting the risks of loss and improving documentary traceability

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