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Offer Sales administration

efficient management of
documents is crucial

At Smartarchives, we understand the specific challenges faced by sales administration departments, where effective document and information management is crucial to ensuring fast, accurate order processing, regulatory compliance and customer satisfaction. Our solutions are designed to meet these needs with maximum efficiency.

Specific needs of sales administration

  • Document retention : Sales-related documents, such as purchase orders, invoices, contracts and quotations, must be carefully preserved for compliance and auditing purposes. Effective management ensures their integrity and availability.
  • Rapid availability: Teams need quick access to sales documents to process orders, respond to customer queries and follow up. Efficient document management is essential for optimal customer service.
  • Document traceability: Every document must be tracked throughout its life cycle, from creation to destruction, to ensure transparent, compliant management.
  • Compliance with Requirements: Sales administration must comply with various regulatory requirements, including those relating to document retention and the protection of personal data.
  • Protecting sensitive data: The information contained in sales documents is often sensitive and must be protected against unauthorized access.

Our customized solutions
for sales administration

Complete sales document management

We set up an indexing system adapted to your sales documents, using relevant criteria such as :

  • Document Type: Classification of documents (purchase orders, invoices, contracts, quotations, etc.).
  • Order number or customer reference: Organized by order number or customer reference for easy access.
  • Date and Status: Track document dates and statuses for efficient management.

Our system lets you easily manage and access your sales documents, guaranteeing optimized, compliant management.

Regulatory Compliance

We ensure that your document management complies with legal requirements for retention and confidentiality.

Every document is traced, with a complete history of modifications and accesses, facilitating audits and verifications.

Security & Privacy

We use state-of-the-art encryption technologies and strong authentication methods to protect sensitive information.

Specific access levels are defined to ensure that only authorized people can view or modify documents.

Accessibility and Reliability

We guarantee re-delivery of your sales documents within 24 hours, with options to suit:

  • To the Office: For ongoing management and internal consultation.
  • In case of urgent need: To meet unforeseen demands or immediate needs.

Destruction Confidential

We offer confidential destruction processes that comply with current legislation, ensuring that sensitive documents are securely destroyed.

A certificate of destruction is supplied for each operation, guaranteeing traceability and compliance with legal standards.

Advantageous pricing

We offer sliding-scale prices tailored to the specific needs of sales administration, taking into account the frequency of extractions and the volume of documents processed.

Digitization and Metadata Management

We offer high-quality scanning services to convert your physical documents into digital formats, making them easier to view and manage.

Our system manages the metadata associated with sales documents for optimum organization and access, while guaranteeing compliance and security.

Why choose Smartarchives for
Your sales administration?

Expertise
Sector

Our solutions are specifically designed for the needs of sales administration, with a personalized approach that ensures efficient and secure document management.

Safety and
Compliance

Benefit from advanced security measures and legally compliant solutions to protect your sensitive information.

Efficiency and
Flexibility

Take advantage of our fast re-delivery, attractive pricing and scanning services to optimize the management of your sales documents.

Contact
to find out more

To find out how Smartarchives can improve your sales administration document management and meet your specific needs, contact us today. We’ll be delighted to provide you with customized solutions tailored to your department.