Overview of the Dematerialization of Documents in Business

At present, dematerialization has become more and more trendy within companies. It is even one of the greatest challenges of the digital transition of administrations. Many companies are aware that using paper to store data and documents pollutes and threatens the environment. In order to reduce this ecological footprint and become more responsible, the zero paper challenge was born thanks to the dematerialization of documents.

Dematerialization: what does it consist of?

The storage and archiving of data and documents electronically is a major challenge for companies. Yet many companies are not yet aware of its benefits. Most companies are not even equipped with an electronic management system. Digitization is currently a major pillar of the digital transition within companies. The dematerialization of documents in companies consists in replacing the material supports by electronic files and managing them in a completely digital way. Digitization makes it possible to skip the heaviness of administrative tasks and facilitates access to documents while improving the internal organization of the company. Being a major technical, organizational and financial issue, the process includes the dematerialization of documents such as contracts, payslips, invoices, purchase orders, etc. It also includes the digitization of exchanges and business activities and processes. Digitization involves major changes in the way of working and carrying out daily tasks.

Guide to setting up a dematerialization system

Several solutions exist to implement this innovative data management technique. These solutions make it possible to automate the process of transforming paper media into electronic files. Once the system is in place, you can send electronic invoices to customers, computerize leave and absences or even distribute payslips digitally. One of the solutions to implement this system is to use the Electronic Document Management or EDM software. It facilitates the integration, organization and retrieval of electronic documents. With this software, documents can be consulted simultaneously and at any time, by all employees. Information on the same file is kept in the same place and mail management is minimized. The updating of the files is effective and their security as well as their storage are optimal.

The benefits of digitization

The advantages of dematerialization are multiple. It optimizes traceability and document tracking. Thanks to digitization, the risk of error is reduced. In addition, it is a technique that saves time because access to files is faster and the distribution of information is immediate. Dematerialization automatically classifies the information found by simply using keywords. That's not all, it secures the documentary heritage especially in the event of fire, water damage and other disasters. And by using the electronic signature, fraud is considerably avoided. Obviously, this digitalization system reduces the costs associated with printing and the purchase of consumables and certain office supplies. Finally, it is an effective way to protect the environment from pollution caused by waste.

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