SCANNING PAPER DOCUMENTS
Digitizing paper documents is the first step towards digital transformation of your business.
It allows, among other things, to start the
optimization of the
Document Management
speak
sharing
, there
simplification
of
research
and the
backup
of the
data
.
Here we present typologies of documents based on the solutions, methods and processes put in place to digitize them.
These documents are generally A4/A3 formats, but can also contain larger formats, as in town planning files, For example.
These typologies are:
- Existing archive funds. Most often, archived in cabinets, the form of storage can vary: archive boxes, binders, hanging pockets, etc.
- Daily incoming mail. Registered letters, traditional mail, survey forms, transport vouchers, etc.
- Scanning with probative value according to standard NF Z42-026.
Digitization of archives, recovery of history
Digitization of incoming mail and regular flows
Faithful scanning with probative value
DIGITALIZATION OF PAPER FILES AND RECOVERY OF HISTORY
Supported on customer site, conditioning And transfer on site LNSE included
Indexing of filesdigital multi criteria (file, document, title, number, etc.)
Viewing files possible during the operation of digitization
The principle of digitizing paper archives no longer needs to be presented.
Whether for optimize space , share documents more easily, to safeguard And protect THE data , digitalization often represents a project And investment important and complex In the enterprises.
Structuring such a project requires time of studies and of consultation in order to validate the ins and outs of the project.
Unlike other types of documents such as microforms, presentation and the content paper archives can be very heterogeneous from one service to another.
- Administrative, technical, financial files, etc.
- Archive boxes, filing cabinets, hanging files, etc.
- A4, A3 documents, receipts, folders, etc.
All along your project , LNSE offers you a accompaniement personalized with the following objectives:
- Of to understand the documents as well as their future uses .
- Of standardize THE settings enabling the delivery of a quality service .
- Of to propose of the solutions adequate and optimized budgets as needed.
- Of set up of the trades so you can continue to use your documents during the project .
Our : ADVICE - FLEXIBILITY - SECURITY
DIGITALIZATION OF INCOMING MAIL AND REGULAR FLOWS
Scanning of following documents customer deadlines
Data processing
Scalable logistics following customer requirements
Do you want to dematerialize the processing of your incoming documents?
We are able to offer you adapted solutions to your requirements and constraints which may include:
- Scanning times : Digitization of documents following specific deadlines (DT, town planning, etc.).
- Processing frequency
- : Adaptation of resources and solutions according to treatment frequency (daily, weekly, monthly, etc.) as well as seasonality.
- Volume and content of mail
- : Single-page documents with multi-indexing, multi-page files with large formats, ...
- Distance
- between customer site and LNSE site.
- Adapted logistics
: Postal solutions, transfers by LNSE, logistics provided by a third-party carrier, etc.
- Receipt of documents
- : Our teams count and carry out an initial analysis of the batch received in order to confirm the start of the operation to the customer.
- Preparing and scanning documents
- following a defined rate: we have high-volume mail opening and processing equipment for
- optimize deadlines
- treatment.
- Data processing
- : our solutions range from
- simple document typing (timestamps) to complex data enrichment with
- c analysis of document content, validation of indexes and input controls.
- Breakdown by recipient services and provision
- : FTP transfer, deposit in a business application, provision in EDM software or directly on the client's platform.
- Originals after processing
- : temporary or longer-term archiving, destruction (in the case of digitization with probative value).
Depending on these different points, LNSE sets up a turnkey service, with:
Processing times: from H 2 to D 1, depending on needs and volumes.
Our : FLEXIBILITY - REACTIVITY - COMMITMENTS
SCANNING WITH PROBATIVE VALUE FOLLOWING STANDARD NF Z42-026
Digitization with probative value, also called faithful digitization, makes it possible to certify the authenticity of a digital file, in connection with its original equivalent.
For several years, the scanning service with probative value has been defined by the NF Z42-026 standard, itself integrated into the NF544 certification.
Broadly speaking, faithful digitization includes two “phases” which complement a conventional digitization service:
- The digitization convention: a true roadmap for the project, it is the document which describes the "digitalization path" of the documents, including in particular the processing processes as well as the traceability stages.
- Electronic signature: This operation “locks” digital files in order to retain their characteristics throughout their life.
Finally, digitization with probative value opens the door to two management solutions:
- Digital archiving, in a DMS, or electronic safe.
- Secure destruction of original documents.
Our : TRACEABILITY - SECURITY - SUPPORT
