Today, companies see the digital transition as a strategic lever, but few of them have embarked on a genuine dematerialization project. ❓ How can you effectively transform your paper archives into usable digital data, without loss of information or legal risks? This is not just a question of modernization: it lies at the heart of performance, compliance and data security.
A challenge for compliance, efficiency and safety
Paper document management remains a major obstacle for many organizations. Scattered archives, slow access to information, risks of loss, high storage costs, not to mention growing regulatory requirements for traceability, RGPD or preservation with probative value.
In HR, accounting, legal or technical departments, the absence of a clear digitization strategy leads to :
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Considerable time wasted trying to find a document,
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Increased exposure to human error (loss, double entry, obsolete version),
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Additional costs linked to non-optimized physical archiving.
Moreover, digitization without a method can quickly become counter-productive. An ill-conceived project can result in duplication, unusable metadata or documents that are not legally enforceable. In other words: digitizing is not scanning. It’s a document transformation project, which must respect standards, clear business objectives and rigorous processes.
5 key steps to successful digitization
At Smartarchiveswe have developed a proven methodology, applicable to any business sector, to ensure a smooth and secure transition to digital. Here are the 5 fundamental steps:
1. Documentary audit: Every project begins with an analysis of your documentary holdings: typology, volume, retention period, legal or business value. The aim? Identify what needs to be digitized, eliminated or kept in paper format.
2. Scoping and objectives: heritage digitization, day-to-day management or legal archiving? Expected use determines the choice of format, indexing mode and security levels required. We’ll help you define a clear scope, a realistic schedule and success indicators.
3. Media preparation: Documents need to be sorted, de-agglomerated, cleaned and organized according to a processing logic. This phase determines the quality of the final files and indexing performance.
4. Secure scanning: Smartarchives uses professional scanners, undergoes continuous quality control, and complies with NF Z42-026 standards, guaranteeing probative value. Your documents are tracked, protected and processed under strict conditions of confidentiality.
5. Indexing & integration: Each document is enriched with metadata according to your business needs: date, type, customer, contract number… These files can then be integrated into your Information System, your EDM.
Agile, compliant document management
And above all, you’ll be part of an eco-responsible approach, limiting paper use, unnecessary travel and consumables.
Document digitization is much more than a technical project. It’s an opportunity to modernize your processes, secure your data and improve your organization’s overall performance.
For your archives, think Smartarchives!
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Identify and classify your documents strategically.
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Improve the accessibility and traceability of your archives.
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Secure and optimize your storage space.