What are the advantages of 100% dematerialization? How to dematerialize content in complete security? We take stock of dematerialization.
The dematerializationalso known as digitizationrefers to a process by which some or all of a company's documents are converted from paper format to digital format.
In recent years, the emergence and success of many players in the electronic signature such as Yousign, Docusign or Universign demonstrate the importance of this movement.
Why this strategy strategy so powerful? What are the issues behind this process that companies are so fond of? Why not adopt a green mindset as we approach 2023 ? It goes without saying, but how can we finance this long-term project? The experts at Karmen experts present you with all the details of dematerialization.
What is dematerialization?
Presentation of the dematerialization process
Before tackling all the advantages that dematerialization can bring to a company, let's first try to understand where this name comes from and especially why it interests us so much.
If we go back to the 1970s with the appearance of the floppy disk, we can see that from that time onwards there was already a desire to dematerialize information in order to store it better and sort it more efficiently.
From that time on, the idea that obsessed computer scientists was the search for an ever more compact solution for simplified, outsourced and secure data storage that allowed for more efficient use of the data.
Today, the democratization of cloud storage , data security, the obsession with productivity as well as the ecological issue make 100% dematerialization more relevant than ever.
What are the main targets of this dematerialization?
Companies are of course the main ones concerned by this dematerialization movement that really started in the 2000s under the impulse of the Ministry of Finance. Since then, the French government has decided to accelerate the process.
In March 2000, an important law was enacted that gives electronic documents the same value as paper documents. On its side, the eIDAS, the organization allowing to regulate electronic signatures, also imposes a reassuring framework around dematerialization.
Finally, the Macron law of 2015 completed the acceleration of the transition to dematerialization with the objective of making dematerialization of invoices mandatory in companies, in particular by starting to make it mandatory for all companies to receive electronic invoices.
The dematerialization is mainly aimed at companies in order to allow them to improve their productivity on the one hand and to facilitate in the long run a connection to all existing digital management tools on the other hand.
What are the steps and tools of dematerialization?
The first step consists in carrying out an audit of the target company, i.e. an inventory of the documents that the said company has. Then, these documents are digitized thanks to the processes of reading and automatic recognition of document also called LAD and RAD.
The information documents are then stored and classified using a tool called electronic document management or EDM. The latter allows the company to find all its documents quickly and easily.
The final step in this transition is to implement an electronic archiving system, also known as an SAE, which is effective and necessary to make it easier for all employees of the company to find each document in a timely manner.
Finally, it is essential for the company to put in place an approved electronic signature tool which allows to attribute a legal guarantee to the document, making authentication possible. It is also possible to put in place an electronic time-stamping system which is very useful in case of a dispute about a specific document.
Which tools to use for dematerialization?
Today, there are multiple digital solutions that allow you to operate your dematerialization quickly and easily. No alteration or disclosure of your data will be necessary. As an example, Inop's offers its services in dematerialization of contents, with a security guarantee certified RGPD.
Benefits of dematerialization
As soon as a contract is signed or an invoice is issued, the company saves a lot of time thanks to dematerialization. Employees don't have to chase the customer, suppliers have an efficient and real time follow-up of their invoices, allowing them to be paid more easily.
In addition, thanks to the EDM and EAS, the company's employees save considerable time, which allows them to be more productive on other tasks and thus participate in the company's economic gains.
What is important to remember about the economic benefits of dematerialization is the time saved by making administrative processes more fluid. Indirectly, it is also a gain in productivity and therefore the hope of better economic performance for the company.
The ecological advantages
The ecological benefits overlap with some economic benefits. Indeed, the savings linked to the reduction of paper purchases also contribute strongly to the reduction of paper consumption within thecompany, where an employee uses on average 70 kg of paper per year.
How to dematerialize its contents in complete security?
What are the security issues?
Digital archiving is the first security asset of dematerialization. Indeed, by opting for a dematerialization of the company's document fleet as well as a secure external storage solution, the documents are safe from flooding or even simple loss.
The second security aspect of dematerialization is provided by the electronic signature. Indeed, the electronic signature is a proof of authenticity for a dematerialized document, whether it is an invoice, a pay slip or a simple contract.
Finally, by digitizing its documents, a company allows a secure storage, limiting the theft of confidential information. Moreover, it allows to monitor all the activities on the documents and thus the consultation and the use of each of these documents.
Which security methods?
However, it is important to note that while dematerialization allows for data protection, it also raises cybersecurity issues at a time when many companies are the targets of computer attacks designed to slow down their business.
It is therefore necessary, once the dematerialization has been carried out, to double this operation with a protection of the company's data through the implementation of efficientantivirus , or even more complete solutions offering more efficient tools such as those proposed by the company TEHTRIS.
Karmen supports you in your dematerialization
Dematerialization at the heart of Karmen's offer
Karmen is a Revenue Based Financing solution that relies on the evaluation of the revenue generation of the companies it finances to estimate an amount to lend them.
After a short discussion with Karmen to understand how the proposed solution works, the customer can connect all his tools and banks to the digital platform designed by Karmen and which analyzes the company's data.
To carry out its financial audit, Karmen relies on the digitalized databases of each company. In just 5 minutes and through a 100% digitalized, easy-to-use and designed form, Karmen knows its contact person, its turnover, and obtains the latter's contact details for a contact within 24 hours.
Dematerialization is therefore essential for every company wishing to have access to the solutions offered by Karmen, which can access all necessary information as quickly and securely as possible.
A proven speed solution
The choice of a digital solution allows Karmen to be extremely efficient and to save considerable time with its customers. This gives it a significant competitive advantage.
Karmen's promise is therefore very clear: to offer fast financing that perfectly matches the needs of the entrepreneur. Among other things, Karmen commits to transferring the funds to the client's account within 48 hours from the time the file is finalized.
The company Karmen has just raised 50 million euros in debt.
Customers recognize Karmen's effectiveness
Testimonials from companies that have already worked with Karmen demonstrate that Karmen's efficiency and responsiveness, two of its major assets, are essentially made possible by the dematerialization effort on the part of companies.
Among the clients, some mention a "serious one-click loan", witnessing a real speed of execution, while others evoke a very good memory of the process because "it was fast!
One of the most striking testimonies is that of the CEO of Pickaw, for whom the speed of Karmen was a lifesaver, as he no longer believed in any in the time available to him.
Dematerialization is therefore a process that allows companies to save a considerable amount of time, whether for their employees, their suppliers or even for their daily operations.
Also, the acceleration of dematerialization goes hand in hand with the acceleration of digitalization that we are experiencing in France and all over the world, which makes many tasks much faster and more efficient.
It is in this context that Karmen was able to grasp a need of companies: the need to finance themselves quickly, efficiently and 100% digitally.