Se lancer dans la GED (Gestion électronique de documents), oui mais pourquoi ?
EDM summarized
Electronic document management, or EDM*, is a set of IT processes designed to improve the organization of information and data within a company, through the dematerialization or digitization of documents.
EDM should not be confused with ERP (Enterprise Resource Planning), which is an application used to coordinate all a company's departments around a single IS (Information System), and to ensure the workflow or circulation of documents between the various players involved.
EDM is a set of processes that feed ERP software. In Switzerland, and particularly in the French-speaking part of the country and in the canton of Geneva, a number of IT companies such as BDO offer this type of solution. EDM covers a wide range of actions, from document capture and indexing (OCR, manual data entry, etc.) to filing, storage and distribution. Ultimately, EDM helps to improve the flow of information within a company, while taking into account the life cycle of a document. The advantages of installing an EDM process are obvious :
- Improved filing
- Document enhancement
- Elimination of physical document flow
- Eliminate the risk of downgrading archives
- Remote access for all authorized staff
- Reduce manual processing costs
- Reduced communication times
- Elimination of external risks: flooding, fire, theft, loss or destruction
- Consideration of environmental aspects (see ISO 14001 standard)
- Space-saving destruction of archives possible (subject to installation of computer storage and a high-performance backup system)
Steps for setting up an EDM
The initial phase of any company's EDM installation is data digitization. Most data is already digital (e.g. e-mails), and can be easily integrated, but a large proportion of archives in Switzerland and Geneva are in paper format. All documents can be digitized, whatever their format, as long as they are handled by specialists in this type of dematerialization operation. spécialistes de ce type d’opération de dématérialisation.
When digitizing with scanners, it is possible to add OCR (Optical Character Recognition) processing to the documents to facilitate full-text searches in each of the digitized documents. This automatic indexing eliminates the need for manual data entry and facilitates the archiving of information. Documents can also be segmented using barcodes recognized by document management software, again to facilitate filing.
The application of Automatic Document Recognition (ADR) functions enables documents to be recognized according to their categories and types, again with a view to filing, and Automatic Document Reading (ADR) is a technology that enables information to be read automatically. All these document digitization and indexing operations form part of the EDM process.
Finally, the purpose of this operation is to archive and make available or workflow. The two are complementary. We need to take into account legal archiving obligations, or more long-term archiving logics. The EDM must take into account these criteria of deadlines and management of each document. Access to documents by all employees is a key feature of the system, as they will be asked to decide on the status of certain documents, approve them and sign them, without any manual handling. The choice of management software is therefore crucial, as the quality of the interface will be decisive. Two remote entities can then develop an EDI (Electronic Data Interchange) protocol to share their data remotely.
The advantages of EDM are far beyond those of traditional, paper-based management of corporate documentation.
DCS supports you in your EDM project
Data Conversion Service SA, based in Geneva since 1973, is a service company specializing in outsourcing services, document processing and the recruitment of IT and administrative profiles. The company has been involved in document digitization and dematerialization since 2000. Its team of experts can guide you in your choice of software provider, and will be able to carry out the preliminary stage of document digitization.
La GED permet un retour sur investissement dans un temps très court grâce à une gestion plus optimale et globale de la DATA.
*Gestion électronique de document, qui vient de l’anglais DMS pour Document Management System ou EDM pour Electronique Document Management