EDM and electronic archiving tools for demanding businesses

Electronic document management involves dematerializing, classifying, indexing, storing and sharing digital documents (letters, contracts, e-mails, invoices, HR forms, etc.) via a single software platform. This system handles the entire document lifecycle - from creation to electronic archiving - and integrates notions of access rights, versioning, traceability and legal compliance.

An effective EDM solution goes far beyond simple storage: it automates validation processes, secures information flows, controls access according to roles, and enables structured collaboration within the company.

Implementing EDM software in your organization offers many operational and strategic advantages.

Improved productivity: your teams save considerable time thanks to instant document searching, automatic indexing and the elimination of repetitive manual tasks.

Risk reduction: security and confidentiality rules are reinforced, access is controlled and actions are traced, enabling compliance standards (RGPD, LPD, ISO...) to be met.

Optimized processes: thanks to the automation of business tasks (invoice processing, HR management, contract validation), you can speed up decision-making and streamline document circulation.

Better collaboration: your team members can interact simultaneously on the same file, from different locations, in complete security. Collaborative working becomes simpler and more efficient.

Today, e-mails represent an important part of business documentation. They contain key information, decisions, attachments, contractual exchanges or essential confirmations.

In well-structured electronic document management, e-mails are no longer simply archived in employees' personal mailboxes. They are captured automatically, indexed according to subject, sender or content, and filed in the right place within the EDM system.

This integration enables :

• Centralized exchanges with customers, suppliers and partners

• Quick access to related documents

• Traceability in compliance with legal requirements

• Reduce duplication and loss of information

Doc.SERIES offers Outlook and Gmail compatible modules to facilitate e-mail management within your document environment.

Electronic archiving is a cornerstone of any document management strategy. It's not just a question of storing files, but of guaranteeing their durability, legibility over time, authenticity and probative value.

An EDM solution that complies with electronic archiving standards allows you to :

• Automatically archive documents in a standardized format (PDF/A)

• Ensure that sensitive documents are legally preserved for the required length of time

• Guarantee that the content has not been modified

• Retrieve archived documents in just a few clicks, even after many years

Electronic archiving concerns invoices, contracts, letters, HR documents and customer correspondence. With Doc.SERIES, each document is archived according to precise rules, with time stamping, version history and strict control of access rights.

The modularity of EDM software enables it to meet the specific needs of all departments:

• For the finance department: supplier invoice processing, validation follow-up, bank reconciliation

• For human resources: management of employee files, employment contracts, pay slips, etc.

• For the legal department: contract versioning, schedules, clause monitoring

• For the sales department: centralization of customer documents, offers and quotations

• For the administrative department: mail circulation, access to official documents

• For general management: steering strategic documents and compliance

Doc.SERIES offers a complete suite of tools to meet all business use cases:

• Automatic ranking based on artificial intelligence

• Processing of incoming files (paper, fax, e-mail, PDF)

• Semantic and full-text search

• OCR for field recognition in scanned documents

• Qualified electronic signature

• Intelligent indexing

• Connection to your ERP, CRM and office systems (Microsoft Office, Outlook)

• Mobile application to access documents on the move

• Automatic updates and centralized supervision

Each module (Doc.Import, Doc.Capture, Doc.VPrinter, Doc.Convert, Doc.Mobility, etc.) enhances the solution, making it more flexible, faster and better integrated with your existing tools.

A successful EDM project depends on a clear methodology tailored to your organization. Doc.SERIES offers customized support every step of the way:

• Analysis of your documentation needs

• System design and choice of functions

• Setting up filing and validation rules

• Import existing documents

• Training your staff

• Post-installation monitoring and changes in usage

The success of such a project depends on the commitment of users, the clarity of processes, and the quality of advice. We do our utmost to ensure that you get up to speed quickly, integrate smoothly and make tangible improvements to your document organization.

By integrating a complete electronic document management solution, your company gains in productivity, fluidity and reliability. You create a working environment where information flows more freely, where documents are accessible at all times, and where teams can concentrate on their core business.

Whether you're an SME, a local authority, a major corporation or a company undergoing a transformation, EDM is now an essential component of any digital strategy.

To find out how Doc.SERIES can meet your specific needs, improve your document management and simplify your processes, our team is at your disposal to give you a personalized demonstration and help you implement a solution tailored to your objectives.