Most companies in Geneva and Switzerland have decided to digitize their archival documents. All departments are concerned by EDM (Electronic Document Management). The accounting department (with invoices in particular), the legal department (contracts), HR (personnel files) and so on. This data dematerialization operation necessarily involves a handling operation, so how do you preserve the quality of the process and confidentiality?
Opt for outsourcing
The best way to get the job done right is to leave it to the professionals. When it comes to scanning thousands of classified (or unclassified) documents, there's often a tendency to think of scanning as a simple, repetitive task with no added value. However, the reality is quite different. The digitization process requires a number of very specific skills :
- Understanding archive filing methods
- Rigor
- IT knowledge and mastery of the software environment
Scanning is often followed by integration into an EDM application, and the process must be mastered from start to finish. Entrusting this service to a company specialized in document processing is a guarantee of peace of mind.
What about confidentiality?
Filing and consulting thousands of corporate and often confidential documents inevitably results in a breach of confidentiality. Imagine an audit firm or a bank delegating the digitization of customer files, or even personnel files (including salaries), to in-house staff. Even with the best will in the world, it would be impossible to maintain complete confidentiality.
Outsourcing the digitization of archives to third parties, subject to confidentiality clauses, is a preferred solution.
How to choose your service provider
Digitizing archives is a profession. It's best to opt for a company with several years' experience in the field. You should also opt for a company with an ISO standard, a guarantee of quality in process management.
Finally, if your company is based in Switzerland, in Geneva, Lausanne or the canton of Vaud, make sure your service provider is Swiss-based, to avoid any worries about storing information outside the country.
Do you have an EDM or digitization project ? Contact us!