[ITW] Boris Roy CEO of Office Gemini, publisher of the Dokmee EDM solution

Digital transformation is now a compulsory step for any company, whatever its size or the industry in which it operates. This transformation involves digitising processes and document management, moving from paper to digital documents.

In this interview, Boris Roy, founder of Office Gemini and publisher of the Dokmee software, looks at the needs of businesses in terms of document management and the challenges of EDM. He also gives us the opportunity to find out more about this complete Electronic Document Management solution.

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What can you tell us about the digitalisation of processes linked to the dematerialisation of data?

Boris Roy:

Some processes allow us to create natively digital documents, while others require a digitisation stage. These different business processes then become completely digital. Signatures and other stamps are applied electronically to files, usually in PDF format, marking the end of paper documents and ink stamps. The result is greater responsiveness, with the document base available immediately to all employees, whether on the move or in the office, while guaranteeing optimum security and total control, with electronic signature mechanisms protected by password or biometric control, for example. In addition, users are only authorised to consult documents for which specific rights have been defined. A large number of functions such as printing, sending documents by email, editing documents, etc. can be restricted or even prohibited depending on their user profile.

Finally, with an advanced EDM solution, the entire document base can be reliably and exhaustively tracked. Thanks to the audit functions, users' actions on the system are recorded (with timestamps) in an unalterable way, so that you can respond in detail to any regulatory constraints.

Our Dokmee solution offers these functions natively, and unlike software such as SharePoint, the tools and interface do not require any specific development. We also offer features that non-specialist software does not: the best OCR engines on the market, high compression PDF, sending large files by link, version control, annotations and electronic signature management. All these features make Dokmee the ideal tool for all companies looking to streamline their document management while complying with the latest regulatory changes.

How can Electronic Document Management help your company?

Boris Roy:

EDM helps your company to better comply with new regulations, such as the RGPD (General Data Protection Regulation). Companies are now responsible for the proper management of their data and must be able to produce evidence on request, particularly with regard to the protection of the personal data they hold. The EDM makes it easy to store, manage and retrieve this information quickly. It also enables better management of the risks associated with data processing, thanks to its native backup functions. If appropriate security measures are not put in place, the relevant supervisory authorities can impose heavy penalties on the company. Under the RGPD, regulators can impose financial penalties of up to 4% of a company's annual worldwide turnover or €20 million [whichever is higher] for non-compliance.

Companies never lose out by switching to electronic document management. By digitising their processes, they can cut costs significantly, mainly by automating tasks. Internal and external collaboration is facilitated by access to information and real-time sharing with partners and customers.

Dokmee also enables large files to be sent without any size limit, thanks to a totally secure temporary link. Dokmee Capture automatically extracts data, without any human intervention. These documents can then be automatically directed into our workflow module to trigger the appropriate validation process.

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How much does a dematerialisation solution cost these days?

Boris Roy:

Just a few years ago, EDM systems were only available to large groups, rather like computers in the early 80s. This situation is now very different.

Dokmee now offers comprehensive solutions tailored to the needs of companies, starting at just a few dozen euros per month per user.

This low-cost subscription-based system obviously means that investment is smoothed out, since no cash-flow effort is required, but above all it means that the project is booked as operating expenditure rather than capital expenditure. As a result, project managers not only get an immediate return on their investment, but also find it easier to have their budgets validated.

In terms of processing costs with Dokmee, a budget of a few euro cents per page should be considered for automatic extraction of data from the document. Taking into account the average cost in human resources for manual extraction of this data (between €5 and €8 per document to enter it into an accounting system, for example), a saving of 70 to 95% on this processing alone is achievable as soon as the EDM system goes into production.

As far as EDM is concerned, the savings are immediately visible when you consider that, statistically, an employee spends more than half his or her working time searching for and collating information. The ROI is even greater, since the cost of physical storage space dedicated to archives can easily be divided by 2 or 3, as a single hard disk can now hold around 1,500 document storage cabinets.

Sponsored article. The expert contributors are authors who are independent of the appvizer editorial team. Their comments and positions are their own.