The electronic file
E-file: Digital files for companies
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 resources 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.
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Advantages of digital files
- 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.
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 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 organize 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 digitalization 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.
Frequently asked questions about the e-file
What is an e-file or digital file?
An e-file is an electronic collection of documents and information relating to a specific business transaction or process. It is used to store all relevant documents in a central location and make them accessible in order to ensure the traceability and transparency of decisions and processes.
How does an e-file work?
The e-file replaces paper-based file management. Files are filed according to the file plan system, which is stored in the system. In general, an e-file works as follows:
- Recording of documents: The e-file has an analog and a digital channel: scan-in of paper documents and access to digital documents (e-mails, PDFs and Word documents, etc.) must be possible.
- Filing (storage and management): All documents are stored in a structured, traceable filing system. The e-file is modeled on the physical file, i.e. it contains essential features of such a file.
- Structuring: The e-file is generally structured in three levels: File, process and document. A file contains several processes, and a process contains one or more documents.
- Access and editing: Authorized users can access and edit the documents from any location. Changes and edits are logged to ensure traceability and audit compliance.
- Workflow integration: The e-file supports the automation of work processes by automatically forwarding documents to the responsible persons.
- Archiving: The e-file guarantees the secure storage of documents relevant to the file until the retention period expires with subsequent deletion or transfer to the long-term archive.
What belongs in an e-file?
An e-file contains all file-relevant documents relating to a business transaction. The e-file is intended to provide complete information about the facts of the case. All documents received or created are relevant to the file, including the processing steps relevant to the decision, which must be retained for the subsequent traceability, completeness and transparency of the business transaction. Components of an e-file can be, for example, electronic documents (Word, Excel, PowerPoint, PDF, etc.) or e-mails including their attachments.
What advantages does an e-file offer over a paper file?
The e-file offers numerous advantages, including
- Improved efficiency: Faster retrieval of information and accelerated handling of processes.
- Location-independent access: Access to the file from different locations, which facilitates collaboration.
- Reduction of media disruptions: Avoidance of printouts and scans as all documents are processed electronically.
- Increased transparency: Better traceability of decisions and processes thanks to the complete documentation of all relevant information.
- Space saving: Reduction in paper consumption and space required for file storage.
How can paper files be transferred to an e-file?
Existing paper files can be transferred to an e-file by scanning the documents. Care must be taken to ensure that the scans are of good quality and that the documents are correctly assigned. If necessary, the scanned documents must be processed with text recognition software (OCR) to make them searchable. A decision must be made as to whether the paper originals should be destroyed after scanning or stored as a hybrid file.
What is a hybrid file?
A hybrid file is a form of file management in which documents can be both
- analog (paper) as well as digital (electronic) or
- at different storage locations (on-premises and cloud)
stored and managed separately. The reasons for this data storage are different. Both approaches offer flexibility and enable efficient management of documents, depending on the specific requirements and security needs.
What steps are necessary when introducing an e-file?
First, the existing processes should be analyzed. This is followed by the phased introduction of the e-file. Pilot projects should be carried out in order to develop an optimized procedure. Test and acceptance cycles are important to ensure functionality. After activation for regular operation, permanent support is required.
Acceptance can be increased by involving employees in the implementation process at an early stage. Training courses and workshops should be offered to familiarize employees with how the e-file works. It is important to emphasize the advantages of the e-file (e.g. faster access to information, improved collaboration).
What are the risks of introducing an e-file?
One risk is insufficient acceptance of the e-file by employees. This can be minimized through early involvement and training. Another risk is the loss of data. This can be prevented by suitable security measures (e.g. data backup, access controls). Organizational changes can also harbour risks that must be minimized through professional project management.
What role does a DMS play in the e-file?
A DMS is a software solution that has been specially developed for managing electronic documents. It offers functions for capturing, storing, organizing, managing and accessing documents. A DMS is an important prerequisite for the successful introduction and use of an e-file, as it provides the central functions for electronic file management.
While the e-file is specifically geared towards the management of files and their structures, a DMS offers a wider range of functions for managing all types of documents and information. Both systems contribute to digitization and increased efficiency, but differ in their specific use and functions.
A document management system should have a user-friendly interface that can be customized. It must be able to map the object hierarchy (file, process, document). The DMS must be flexible in order to adapt to changing file plans. It must guarantee the authenticity, integrity, completeness, availability, confidentiality, deletability, readability and marketability of the electronic records. It should offer a rights and role concept for access control and be able to integrate common office applications.
Why use electronic files?
The aim of the e-file is to make information easy to find and enable authorized employees to access it from any location. The e-file avoids media disruptions right from the start. In this way, it helps to speed up processes and significantly increase the transparency of business transactions and processes. The e-file also supports flexible working methods. It simplifies the exchange of information and one of the main aims of the e-file is to slowly but surely say goodbye to the medium of paper.