Everything you need to know about dematerializing administrative documents
The dematerialization of administrative documents is a key element in the digital transition of companies and public organizations. The evolution of French and European legislation, combined with the multiplication of tools available on the market, does not make this exercise easy.
The most dematerialized administrative document to date is the invoice. What if you no longer had to create, print, sign, send and then digitize your documents? Electronic signatures are the key to successful document dematerialization: they simplify the document lifecycle while ensuring their legal value. It's a challenge not only for companies, but also for public bodies, which have a considerable volume of documents to manage.
Dematerialization reduces document processing costs by 91%.
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If you'd like to find out more about document dematerialization and electronic signatures, appvizer has the answer.
Definition: what is dematerialization of administrative documents?
The dematerialization of administrative documents involves replacing physical documents and information media with digital files. This involves :
- digitizing paper documents to obtain digital documents for existing administrative documents;
- using dedicated tools to create, edit, store, share and sign documents.
Which tools should you use?
- Office software,
- electronic document management (EDM) software,
- file-sharing software,
- electronic signature software,
The dematerialization of administrative documents is one of the key issues in the digital transformation of companies.
Which documents should be dematerialized?
The dematerialization of accounts and invoices are the two main challenges for VSEs, SMEs and public organizations. Other types of document are also concerned:
- commercial documents: quotes, purchase orders, contracts ;
- HR documents: pay slips, employment contracts, endorsements, etc;
- mandates : sales, management, SEPA, etc.
Going paperless: the challenges of dematerialization
Why dematerialize? The benefits of document dematerialization [infographic]: - saves time
- saves time;
- makes it easier to share information within the company, or between the company and its customers, partners, etc. ;
- promotes collaborative working through shared access to documents;
- centralizes document archiving;
- records document history, where applicable, and improves traceability;
- eliminates the cost of paper, printing and even postage;
- Clears up your office space;
- secures your data, from electronic document signature to archiving.
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What is the legal value of a dematerialized document?
What does the law say about the dematerialization of administrative documents? According to article 1316-1 of the French Civil Code :
Electronic documents are admissible as evidence in the same way as paper documents, provided that the person from whom they originate can be duly identified and that they are drawn up and stored in conditions that guarantee their integrity.
The legal value differs depending on whether a document is initially produced on a digital medium, or whether it is a digitized paper document.
Digitally produced document
In the first case, the document is generated directly by software: it is unique and considered original.
Digitized document
The digitized document is not considered an original document, but a copy of the paper document: its authenticity cannot be proven, so it has no legal value. Only the paper document can be used as proof ; in this case, you must keep the paper document.
👉 For an electronic document to have legal value, you must be able to :
- identify the issuer of the document,
- preserve the document in the state in which it was issued (this raises the question of archiving),
- guarantee its inalterability.
To reap the benefits of dematerialization, it's easy to see why software for creating, archiving, sharing and signing documents is so useful.
How can you manage your dematerialized documents simply and securely?
You've taken the next step in the digital transition, and are now editing, sharing and archiving your administrative documents. That's all very well, but is it safe to opt for online software, or SaaS? How secure is your data?
Electronic document signature
Electronic signature is an important step in the dematerialized process, before documents are stored and archived. This stage, even more than the others, requires you to put aside your old reflexes. Everything is done online: don't even think about printing out a document, signing it and then scanning it! It would lose its legal value.
The eIDAS standard defines several levels of electronic signature. This standard has been applicable since July 1, 2014, but mandatory since July 1, 2017. Its aim is to increase trust to enhance electronic transactions; it concerns companies as well as public organizations and citizens.
The electronic signature guarantee levels are as follows:
- The "simple" electronic signature: the data is in electronic format and attached to or associated with other electronic data. It enables :
- the identity of the signatory is reliably verified ;
- indicates the signatory's consent to sign the document.
- The advanced electronic signature:
- is uniquely linked to the signatory;
- identifies the signatory;
- enables detection of any post-signature modifications to the document;
- is created using a tool that guarantees the unique use of the signatory.
- A qualified electronic signature is created using a tool that guarantees the unique use of the signatory, and is based on a qualified electronic signature certificate.
Find out more about the eIDAS standard.
The benefits of electronic signatures
Electronic signatures :
- is forgery-proof, tamper-proof and non-reusable;
- shortens document processing times by 30% by enabling online signing;
- facilitates international exchanges: everything can be done online;
- gives documents legal value;
- speeds up the production and management of each file, thus reducing inherent costs.
Archiving dematerialized documents
Documents are archived once they have been electronically signed. The legal framework requires certain administrative documents to be kept for a given period of time.
Archiving is more than simply storing documents:
- it ensures that documents such as contracts and invoices are legally required to be kept;
- it guarantees the integrity of the dematerialized document throughout its retention period;
- it enables evidence to be associated, such as time stamps or the name of the person who modified the document;
- it secures the document: loss, involuntary deletion (or not) or a hardware problem on your disk are no longer synonymous with the disappearance of the document.
The digital safe, or e-coffer safe, is the safest solution from every point of view, guaranteeing the preservation and inalterability of dematerialized documents, thanks to a third-party entity called a trusted third party.
The best tools for signing and archiving your documents
oodrive_sign, ensures the probative value of your documents
Who's it for? All companies
oodrive_sign speeds up your document lifecycle with e-signature, eliminating the need for manual signatures. Sign and have your documents signed online, while guaranteeing legal compliance. oodrive_sign relies on the CertEurope trusted third party to offer you a signature level tailored to your needs.
The strengths of oodrive_sign :
- secure digital exchanges,
- simplified document processing,
- a French solution.
Docusign accelerates your growth
Who's Docusign for? All companies
Docusign enables companies of all sizes to electronically sign their administrative documents. Signature management is simplified: electronic document signing is possible on any touch-sensitive device (smartphone, tablet, computer).
Docusign highlights :
- a dashboard for monitoring document status (signed, pending),
- centralization of signed documents in a single, secure environment,
- a notification system to let users know when a document needs to be signed.
Green GED, a new way of thinking about EDM
Who's it for? VSEs, SMEs, ETIs, large groups and local authorities
An unconventional document management solution, Green GED adapts to the work habits of its users (rather than the other way round!). Green GED integrates seamlessly into your Windows tree structure, so you can get up and running in record time.
The strengths of Green GED :
- efficient EDM thanks to the use of high-performance technologies: search engine, OCR, LAD RAD, video coding, PDF processing and conversion, workflow, automatic filing plan, etc. ;
- respect for your data: it remains on your infrastructure, and user rights are automatically transferred to Green GED;
- an unlimited number of users and volume of data processed, to optimize costs.
Universign, the electronic signature for simplicity and compliance
Who's Universign for? Companies of all sizes and in all business sectors
Universign is a comprehensive SaaS platform of electronic signature, electronic seal and time-stamping services for companies making the digital transition.
As a Trusted Service Provider qualified under the European eIDAS regulation, Universign supports you in digitizing and simplifying your processes (such as invoicing or contractualization). You can control legal risks and reduce the costs and lead times associated with your digital transactions.
Available from its web portal or integrated via its API directly into a business application or online subscription path, Universign's electronic signature guarantees security, while remaining ergonomic and easy to use .
Universign highlights :
- 3 signature levels: simple, advanced and advanced with qualified certificate,
- a no-obligation offer, with no limit on the number of users, and pricing based on pack or usage,
- Universign is a member of the Adobe Approved Trust List, whose signatures are automatically approved in Adobe® Acrobat® or Reader®.
Youdoc, a modular, agile solution
Who's it for? SMEs with over 100 employees, ETIs and large groups
Youdoc is an intuitive, reliable and versatile solution designed to optimize your document management. It offers 3 modules, to be activated on request:
- the first is dedicated to intelligent acquisition : file server scanning, spool cutting, scanning with RAD and LAD technologies, quality control, etc. ;
- the second for dynamic document management : storage, filing, searching, indexing, versioning management, retention schedules, etc. ;
- thirdly, circulation: publication to extranets, electronic signature and sharing of your documents, etc.
Youdoc's solutions guarantee compliance with legislation, and are integrated with your entire information system.
Youdoc's strengths :
- solutions tailored to your business sector and functional requirements,
- Accessible as part of your ERP or as a stand-alone solution via a web portal,
- solid support: a team of specialists, technical support and quality methods to help you manage your projects.
Yousign, the French benchmark for electronic signatures
Who's Yousign for? VSEs, SMEs, ETIs, major groups and public organizations
Secure, simple and legal electronic signature solutions: that's Yousign's simple yet effective promise. Integrate electronic signatures into your administrative document processing with Yousign, ensuring the compliance and legal value of your documents.
Yousign can also be used as an electronic safe, and is a trusted third party. Yousign's API integrates easily with your existing tools to increase efficiency.
Yousign's strengths :
- a simple, clear and pleasant interface,
- eIDAS, ETSI and LSTI certifications,
- secure data hosting in France.
Zeendoc, the intelligent EDM for VSEs and SMEs
Who's Zeendoc for? VSEs, SMEs and local authorities.
Zeendoc is an intelligent EDM solution that dematerializes your documents and automates a maximum number of administrative tasks and processes. Able to recognize the nature of a document and file it without intervention, it can also restore certain data such as a date or an amount. Real estate, healthcare, accountancy or construction: whatever your sector of activity, you'll save time and boost efficiency.
Zeendoc highlights :
- document digitization via scanner, smartphone or tablet,
- secure, regulatory-compliant dematerialization of invoices, thanks to archiving with probative value and RGS**-certified electronic signature,
- information enhancement, with the possibility of retrieving information in just a few clicks using keywords or multi-criteria search.
Document dematerialization as a competitive advantage
To remain competitive, companies have every interest in successfully carrying out their digital transformation, and dematerialization is a fundamental step in a broader digital transformation project.
After reviewing the challenges and benefits of dematerialization, we have seen how an electronic document management or electronic signature system can best support you in this process: in particular, it facilitates the organization and management of documents within your information system, and optimizes the lifecycle of your digitized and digital documents.
Have you ever thought of equipping your organization with such software? What could be the obstacles to its implementation?
Updated article, originally published in December 2018.
Article translated from French