The digital safe
1.What is document digitalization?
2.Difference between scanning and digitalization
3.How do companies digitalize?
4.The DMS: A cornerstone in the digitalization process
The digital transformation of businesses raises the issue of archiving digitized files. The digital safe is one of the essential components of an electronic archiving system.
Definition of a digital safe
A digital safe (or Electronic document and records management system) is a storage space that ensures the integrity and availability of the documents kept within. Its function is to preserve and protect sensitive digitized documents, whether they are professional or personal. Integrated into the electronic archiving system, they can be accessed at any time and with complete security. It allows the dematerialization of documents by securing their storage in the long term. It is more commonly referred to as an Electronic Safe Component (ESC) or Digital Safe.
The Digital Safe and NF Certification
Protects professional digital data
The digital safe is defined by Article 103 of the Postal and Electronic Communications Code in France, which provides the definition and conditions of this service. To be compliant, a digital safe must meet several criterion set by the NF certification collective mark.
Having an NF-certified product insures consumers that the product meets predefined standards: the safe solution is thus of quality and trustworthy. NF standards are issued by Afnor Certification, a subsidiary of the AFNOR group (French Association for Standardization). The NF certification of the electronic safe is based on the NF 42-020 standard and the NF 203 repository.
Records Management : Organize, track and store documents for the long term
Why should companies use an electronic archiving system?
4 reasons to use a digital safe
Being a highly secure online tool, a digital safe offers users the ability to deposit or retrieve documents while ensuring their protection. Secure access is personalized. Only individuals with the access codes can enter the storage area to view the content of the digital safe. This prevents just anyone from being able to consult, modify, or delete them. The security and confidentiality of the stored documents are thus guaranteed.
Simplify Interdepartmental Document Exchange
Within a company, the digital safe represents a practical solution for facilitating document management. From your email inbox or the scanner of a photocopier, sensitive documents are sent to a secure space where they will be classified and archived. It then becomes possible to read, organize, and share them with ease.
Boost Employee Productivity with a Digital Safe
The exchange of documents, such as the distribution of employees’ digital payslips or the sending of dematerialized invoices to an electronic safe, saves time for employees. By eliminating printing and enveloping tasks, productivity is increased, allowing them to take care of high added value tasks. All documents stored in a digital safe are available and can be easily retrieved in the long term. Moreover, the virtual storage of documents allows for freeing up space in premises dedicated to paper archiving.
The use of an electronic safe allows businesses to establish a trustful relationship with their clients, suppliers, and partners. Digitally dematerialized documents directly integrated into the management software for clients, suppliers, and partners contribute to enhancing the transparency of the company. Trust is thereby strengthened. Furthermore, thanks to dematerialization, the acquisition and usage costs of equipment and printing and enveloping processes (paper, cardboard, plastic, etc.) are eliminated or greatly reduced. This not only streamlines operations but also projects a more modern and environmentally conscious image of the business.
Customized Secure Document Storage for Every Department
Open Bee’s secure document storage solution is designed to adapt to the needs of every department in your company, offering tailored access controls and permission settings. This ensures that each team can securely store, manage, and retrieve critical documents, while sensitive information remains accessible only to authorized personnel, guaranteeing compliance and data security across all functions.
- Software Purchasing: Securely store purchase orders, supplier contracts, delivery receipts, and invoices to ensure proper tracking and compliance with procurement policies.
- Sales Software: Archive customer contracts, sales reports, quotes, and invoices to maintain accurate records of transactions and support auditing processes.
- Software Accounting: Safeguard financial statements, tax documents, balance sheets, and audit reports to meet regulatory requirements and ensure data integrity.
- Marketing and Communication: Keep campaign plans, marketing strategies, press releases, and advertising contracts secure for long-term reference and legal protection.
- Human Resources Solution: Protect sensitive employee records such as payroll data, employment contracts, medical records, and performance reviews in compliance with privacy regulations.
- Research and Development: Securely archive research data, project documentation, patents, and technical reports to protect intellectual property and innovation efforts.
- Tools for Secretarial Work: Store meeting minutes, legal documents, internal memos, and administrative records in a secure digital vault for easy retrieval and safe-keeping.
- Technical: Archive technical manuals, maintenance reports, and service agreements to ensure all essential operational documents are stored securely and can be easily accessed when needed.
