Dematerialisation of paper documents: pros and cons

The dematerialisation of documents has advantages and disadvantages. The implementation of an electronic document management solution (DMS) improves work processes in companies and supports a paperless policy.

However, how can we reduce data security risks? How can we guarantee the legal value of a digital signature of a contract?

To better understand desktop publishing, its challenges and the impact of this digital transformation on the company, here is what you need to know:

The 5 advantages

The process of dematerialising original paper documents also entails dematerialising work processes. The concept of economic intelligence thus takes on its full meaning: employees gain in responsiveness and productivity.

A zoom on the benefits of document dematerialisation.

No. 1: Space savings through digital storage

The digitisation of documents offers a considerable logistical advantage. The tens or even hundreds of square metres needed to store paper documents and supplier invoices are disappearing.

The electronic storage and management of the digital format of computer documents on CDs, then on USB sticks and now on servers saves space.

Companies that previously had to rent storage space to store their documents in paper format now save a lot of money.

No. 2: Data accessibility

One of the greatest benefits of dematerialisation in the workplace is the ability to share files instantly across the globe using the Internet.

A work group can therefore carry out coordinated activities, even if they are far apart. Work documents, accounting records and invoices are available online.

This allows customers, suppliers, bookkeepers and accountants to avoid frequent travel and save on related costs.

Another possibility is to work from home, or to telework, to offer staff comfort. The company's responsiveness is increased and everyone saves a lot of time.

No. 3: Computerised document tracking

The intelligence of an electronic document management system is that it increases employee productivity. All information is accessible in real time: this is one of the many advantages of digital document management.

Transmitting information is no longer a problem: staff no longer waste time searching for the data they need. They know where to find the information: a DMS software offers the possibility of storing and classifying documents according to different categories and their own classification parameters. Searching becomes smooth and intuitive.

The system also makes it possible to reduce the time taken to process a file between marketing and sales departments or for accounting through electronic invoicing, for example.

Dematerialisation thus accelerates a set of co-ordinated activities, while guaranteeing document traceability: the history makes it possible to know who performed an action A at a given time T.

No. 4: A digital archive with legal value

The dematerialisation of accounting documents facilitates remote accounting processing . A complete solution allows the documents acquired to be archived as digital files for accounting archiving.

However, some professional tools are needed:

• a digital archive to protect data by giving them legal value,
• a solution for electronically signing documents and authenticating the identity of the signatory.

The benefits of accounting dematerialisation are many: time savings, productivity, space thanks to dematerialised storage and archiving, and acceleration of processing.

No. 5: an ecological approach

From an ecological point of view, the advantages of dematerialisation in the company can be seen in several ways.

Managing documents by means of IT enables an efficient reduction of the ecological footprint, consuming fewer resources and saving tons of paper.

Reducing the number of document printouts and the consumption of ink cartridges means taking action to protect the environment.

All business operators should also consider recycling paper documents for disposal, e.g. by using unprinted back pages, e.g. as a notebook

The 5 disadvantages

The dematerialisation of invoices and documents has some disadvantages and risks if one forgets to consider all the issues related to dematerialisation. Some are simple psychological barriers that can be removed and as for the more concrete risks, there are ways to protect oneself. Let's see how.

No. 1: financial investment

The first of the disadvantages of dematerialisation and digitalisation: investment. Moving from paper to electronic document management entails technical, maintenance, hosting, etc. costs.

A technical analysis of the means is necessary. A dematerialisation project must take into account the control of the computer network to connect the business applications used internally.

It is also necessary to set an efficiency target and quantify it to improve quality, delivery times (etc.) and anticipate the electronic archiving needs of each employee.

All these elements must be part of a digital transformation strategy whose benefits will benefit the growth of the entire company in the long run.

Data is a company's most valuable asset: invest or die is the question to ask if financial investment is any kind of barrier for you.

No. 2: resistance to change

Imagine a group of employees accustomed to processing information on paper, using the same methods for 10 years for them digital documents are a nightmare.

These people may express resistance to change, either out of fear of the unknown or ignorance of new technologies.

To prevent them from taking dematerialisation as an arbitrarily imposed constraint, it is necessary to provide the right support.

The computerisation of the company and the creation of new working procedures must be accompanied by on-site training. The HR manager can use a training plan to put these new practices into practice and extend them to all company activities.

The user must be given time to adapt to understand this new working environment, its conditions and rules of use.

The best approach is a pedagogical one: it is necessary to explain in stages how the DMS is useful, will help him do his job and be more efficient. Through counselling he will learn to process information more quickly and flexibly.

No. 3: Data security and integrity

The dematerialisation of administrative documents and the processing of sensitive data, such as collected personal data, raise the question of the security of stored information.

The GDPR requires data to be stored anonymously and with an extremely high level of confidentiality and protection of the data processed. It is important, therefore, to resort to market solutions that guarantee the protection of information, materialised by many files circulating inside and sometimes outside the company.

Furthermore, it is necessary to protect all accesses and ensure proper management of user rights to protect against hackers, fraud and attacks that can corrupt the integrity of data with a single click.

No. 4: Loss of documents

This is a major problem: the issue always comes up in the context of document dematerialisation.

A solution that allows automatic backup of information solves this problem to facilitate digital preservation. Quality training will also enable the entire organisation to adopt best practices within the organisation.

No. 5: the legal value of a digital signature

Among the limitations of document dematerialisation expressed by some managers: the legal value of an electronic signature. This concern is legitimate when an important contract is signed electronically.

To be sure of the legal value of an electronic signature, it is necessary to use a trusted third party. This is a state-certified certification authority that meets all the strictest European security conditions and standards.

A solution such as Yousign is therefore recommended for signing a contract or document electronically:

• the tool issues a unique electronic signature certificate certifying the identity of the signatory
• the user has a digital safe integrated into the solution to store their documents with evidentiary value
• time stamping of signatures and documents certifies the date and time of issue

The legal value of electronically signed documents is therefore indisputable

The security requirements are very high:

• the Yousign solution is eIDAS and ETSI certified, two certificates of compliance that attest to a high level of security at European and international level,
• Yousign is also on the AINSSI list of trusted service providers recommended by the French government,
• the solution is French and hosts data in France, in full compliance with DGMP obligations.

It is certainly because of these many qualities that companies and organisations such as Konbini, AON, Allianz, Viessmann and many others use Yousign to electronically sign HR contracts or financial documents, accelerating their digital transformation.