dematerialization and storage of paper documents

the operating environment

Because of the increasing number of informations, many companies and independent professionals are forced to devote much of their time and their resources to the management, archiving and searching of paper documents. These activities often result in a loss of time, space and resources and send away employees from the core of the business. 

edita solution

The proposed project consists of a series of activities designed to transform the documents from paper (physical media, perishable and single-user) to virtual (virtual media, unalterable and multi-user), involving the construction of a system of Digital Replacement Archiving to norm of law, based on the most advanced technologies available (ICR, OCR, ECM, DM)

The service is built around the Customer, his needs and his characteristics and therefore made ​​according to operational schemes, different from time to time by taking into consideration the following variables:

• type of input document
• reception mode of the batches processing
• procedures for administering the paper document
• procedures for possible compliance audits
• management of eventual procedures of "trouble-ticketing"
• eventual management of traceability procedures
• availability priority of processing paper document 
• time of completion of the service
• methods of physical storage of paper documents subsequent to the creation of documental archive

According to the different needs and preferences, Edita offers its Customers the opportunity to choose whether to implement the project internally or externally. The "internal construction" involves the direct use of the Customers facilities , while the outer is configured in a complete outsourcing. 

The service of dematerialization document is characterized by the following main phases:

• Shipping and receiving paper
• Preparation and checking of documents to be archived
• Document scanning / Digital capture
• Verification of image quality and OCR
• Possible manual indexing of search fields (if there is a fault)
• Uploading images to Edit Content Management Platform

results achieved

The Digital Archiving Replacement System is available via the custom interface of an integrated web platform and involves a plurality of positive consequences, such as:

• Profiled and differentiated services and accesses
• Optimisation of resources (in terms of cost, logistics, space and time)
• Better use of available human resources (people first employed in the management of paper files, thanks to digital archiving, can be more profitably used in other productive activities)
• Improved efficiency of the internal document flow
• Preservation of documents integrity
• Progressive elimination of paper documents
• Resizing of physical archives
• Correct and efficient electronic document management in all business processes
• Better and safer storage of documents
• Instant search of any document kept in the system
• Consultation of the archive from any location

Target

• Pubblic Administration
• Companies
• Small Business
• Professionals