The electronic file
Always informed. always informative.
Properly channeling the flow of incoming and outgoing information and making it available in a structured way is the secret to every business success. With the electronic file based on DMS, you ensure that your employees always have every document that you need in your business transactions to hand.
Electronic files bring structure to chaos
Companies move masses of incoming and outgoing information every day. Analog and digital, email, letters, contracts, invoices, complaints, queries, and a variety of records. Electronic files from EASY SOFTWARE bring structure to the chaos. They provide transparency, a uniform level of knowledge for everyone involved, and are also very mobile. Whether as a digital customer file, a digital personnel file, or an electronic contract file.
- With digital files, the desired information is always quickly available.
- Electronic files improve teamwork and create transparency.
- Digital files facilitate work, anytime and anywhere.
- Thanks to electronic archiving, the files are always stored revision-proof.
our solution
More than just an information carrier
Would you like your employees to be able to access the documents they need anytime and anywhere? Without having to hunt for them? That is possible with the digital file from easy. And more. You store your documents revision-proof, increase the efficiency of your work, and at the same time reduce the costs and company risks. Access to the documents in the easy electronic file is convenient via the existing application interface or a browser.
In cooperation with users, easy has developed file structures relevant to industries and departments. You don’t have to start from square one, but can rely on the expertise of experienced users. That way, you can start working with your digital file quickly.
- Electronic files and the electronic archiving of files saves space and money.
- Central data retention creates transparency.
- Electronic files solve many compliance problems, including legally compliant archiving and role-dependent access rights.
- Cross-department and/or cross-location cooperation is simplified.
- The intuitive search for individual documents or complete files is also comprehensively possible, accelerating your processes.
Electronic files in practice
The electronic file can be designed as a custom solution, developed and provided by easy software as part of customer projects based on easy DMS Standard. It allows customers to organise their data and documents according to predefined, flexible classification criteria and file structures and to adapt them to specific workflows, e.g. within contract management.
the contract file
Digital contract files are also now indispensible to the P2P process. Among other things, they help you to always have an eye on deadlines, agreed-upon terms, and delivery conditions.
The digital personnel file
The digital personnel file is the foundation of modern human resources management and an essential component of contemporary HR processes. Because it is revision-proof, it allows a location independent access, and it saves time in storage and searching.
Practical example
The e-file in the city administration
The initial situation
Today, public administration is faced with growing demands for efficient and transparent file management. This was particularly evident in a city administration that until recently relied entirely on paper-based processes. Physical file management was increasingly proving to be an obstacle to modern administrative work. In particular, the administration’s dispersed locations made the exchange of documents a time-consuming challenge. In addition, employees had to enter information multiple times in different systems, which not only cost time but also led to inconsistencies in data storage.
The path to the e-file
The decision was made to introduce an e-file based on easy’s document management system. The core of the solution was an innovative two-stage file concept: a central file for master data forms the foundation to which further document-related files are attached. Particular attention was paid to the integration of existing systems. A sophisticated authorization concept was implemented to meet the different requirements of the specialist departments.
The practical implementation was carried out by installing decentralized scanning stations at various administrative locations, which ensures the continuous digitization of paper documents. The administration of the system was simplified by an intuitive web interface. Defined workflows, for example for deleting documents, ensure standardized and traceable processes.
Added value and positive effects
The introduction of the e-file has led to significant improvements in day-to-day administration. The digital availability of files speeds up document searches and considerably simplifies cross-departmental collaboration. The end-to-end transparency allows everyone involved to view the current processing status at any time. Audit-proof archiving and differentiated authorization management have also significantly increased the level of security.
The introduction of the e-file has proven to be a milestone in the modernization of the city administration. The project is an example of how the digital transformation in public administration can be successfully shaped. The success of the project has paved the way for further digitalisation steps. The plan is to gradually extend the system to other administrative areas and integrate additional specialist processes. The experience gained is to be incorporated into the development of a standard framework for e-file solutions from which other administrations can also benefit in future.