I never print an unnecessary receipt again since I adopted this digital ordering
In recent years, the dematerialisation of documents has revolutionized the administrative management of companies. But to go further, adopt a rigorous digital sorting radically reduces the printing of unnecessary supporting documents. This paradigm shift, facilitated by specialized tools like Arkevia, is transforming the way professionals approach information storage and retrieval.
Cost reduction and time saving
The dematerialisation of administrative documents (pay slips, invoices, contracts) eliminates the need for physical conservation. Businesses save on paper, printing and storage costs. For example, a large manufacturing company halved the time it took to track documents with a centralized organization.
Instant access to information
With solutions like Arkevia, HR or accountants can find supporting documentation in just a few clicks, even during unannounced audits. Marie, human resources manager, testifies: “During an unscheduled audit, I had access to the complete history from my office, impressing our team with its speed and accuracy”.
Practical methods for efficient sorting
Document grouping and classification
- Initial grouping : Collect all administrative documents (paper and digital) in a single space, like a digital safe.
- Separation by categories : Distinguish between personal, fiscal or contractual files for simplified navigation.
- Choosing a classification method :
- Alphabetical : Ideal for contracts or correspondence.
- Chronological : Indispensable for payment deadlines or tax returns.
Safe and sustainable storage
Tools like Arkevia allow you to:
- Set retention periods : Permanently archive notarial deeds, temporarily store tax returns and delete obsolete documents.
- Protect sensitive data : Encrypt employee files and limit access to authorized people only.
Dematerialization of human resources: a productivity lever
Companies are replacing paper filing cabinets with unified digital archives. Pay slips, absence requests and contracts are stored on secure platforms. This approach:
- Simplify audits : Instant access to your salary or vacation history.
- Reduces errors : Automation of typing (categorization of documents) and updating of information.
Outsourcing of mail processing: an alternative
Some professionals opt for outsourcing postal sorting. Services like Handirect take care of scanning, archiving and archiving, freeing teams from repetitive tasks.
Expert advice for a successful transition
Key steps for effective implementation
- Team training : raise awareness of good electronic archiving practices, such as the choice of metadata (titles, dates).
- Customization tools : Adapt document management software (Arkevia, Google Drive) to the specific needs of the company.
- Regular audit : Check file consistency and delete duplicates or obsolete documents.
Mistakes to avoid
- Excessive conservation : Keeping unnecessary documents burdens databases.
- Lack of a classification plan : Without a clear structure, research becomes ineffective.
The future of digital selection: trends and innovations
Artificial intelligence at the service of archiving
AI tools now allow you to:
- Automate typing : Automatically identify the type of document (invoice, contract) and classify it.
- Anticipate needs : Suggests relevant documents during specific queries.
Enhanced security: an important issue
In the face of cyber attacks, solutions such as Arkevia are integrated advanced encryption systems and regular safety checks. These measures reassure companies that their sensitive data is protected.
: a lasting change in mentality
Adopting rigorous digital ordering is not limited to the tool: it is a cultural revolution. By moving from a reactive management mode (paper files) to a proactive system (centralized archiving), professionals gain agility and reliability. As Marie points out, “This transition has transformed the way we work, freeing us from tedious administrative tasks”.
So why continue printing useless receipts? The future belongs to those who master the art of sorting, storing and finding their documents in one click.
latest posts published
Waterfall table: refinement for your home
Using hexagonal screen in decorative furniture
Decorating trends for 2023!
Color trend for 2023 in your home
Luxury Furnishings: Refinement and Exclusivity for Unique Environments
Balconies become essential in a good apartment
João Gasparini Building: the perfect environment for your company
Buying Modern and Luxury Sofas: Transforming your Home
The 5 types of sofas to choose from and furnish your home
