While businesses are particularly affected by the health and economic crisis we are experiencing, it has never been so vital for them to find new levers to resist.
While Bruno Lemaire announces 100 million euros in aid to allow businesses to go digital, dematerialization solutions are essential for resilient companies looking to maintain their activities remotely. However, some companies, including very small businesses / artisans, still have difficulty understanding this type of solution. However, thanks to advances in the sector and French legislation which increasingly focuses on this aspect, dematerialization is a much easier step to tackle regardless of the size of your company.
How to move on to dematerialization with confidence? Answer in 3 key points.
Understand the main challenges and benefits of dematerialization
There are many issues that arise from the dematerialization of your business. The savings in time and money are not the least, and allow an optimization of the employee’s working time, by shifting to tasks with higher added value.
Indeed, the switch to dematerialization makes it possible to avoid certain constraints linked to paper while considerably speeding up the process of certain actions:
Easier search for digitally archived files;
No more compulsory travel for contract signatures thanks to the electronic signature;
No more constraint linked to paper shipments or mail processing on working days or in a telework situation; Consultation of documents facilitated anywhere and anytime, especially outside the workplace (if access is authorized); Secure automated data and more risk of loss or destruction; Intelligent archiving that keeps company documents close at hand and a click away.
Today, in France, more than 60% of companies that have implemented the dematerialization of incoming or outgoing invoices, highlight economic efficiency through the savings made. Not surprisingly, if we look at the price differences: the incoming electronic invoice costs up to € 10 less than the same paper invoice, and the outgoing electronic invoice costs up to € 6.50 less. than the same paper invoice.
Take into account the legislation and legal standards to calmly begin this transition
The last few years have seen an acceleration in the standards and legislation to be taken into account during a dematerialization project. For an ideal transition, it is therefore imperative to familiarize yourself with the legislation in force depending on the service and the documents concerned. Indeed, the rules differ depending on whether it is the HR, sales or accounting department for example.
Legislation common to all services:
Some laws are exclusive to specific services. However, others apply generally to all poles.
Thus, article 1316-1 of the civil code admits electronic writing as evidence in the same way as paper. Two obligations, however: you must identify the issuer and guarantee the integrity of the document.
In addition, since 2016 according to European legislation known as eIDAS, to dematerialize a document in general, it should be noted:
Section 23: An Electronic Trust Service can only be rejected if the recipient is unable to read. Article 59: Electronic seals (RGS signatures **) guarantee the origin and integrity of the document and allow verification that they have not been modified.
Similarly, since 2017, the Public Health Code has confirmed that when a reliable digital copy has been made, the original document can be destroyed.
Dematerialization within the Invoicing / Accounting department:
In 99% of cases, the first need that the company responds to when embarking on a paperless project is very often the need to automate invoice processing.
Thus, for the dematerialization of invoices the company must keep in mind that:
The e-bill is not an email , but an invoice sent and received by a secure digital application accompanied by proof of receipt.
Possible destruction of paper : paper invoices can be scanned, indexed with an RGS electronic signature with a view to their conservation in a single archive which guarantees that the information is reliable.
Invoice with a qualified RGS signature ** : the PDF invoice alone is sufficient for the Tax Administration – article 220.
Note: since January 1, 2017, the Macron Law imposes electronic invoicing to the STATE via the Chorus Pro portal.
Choose a certified, sustainable and ideally French solution!
Time savings, savings, productivity, legal security, etc. dematerialization therefore offers adequate responses to companies wishing to effectively pursue their activities in this very specific economic and health context.
Likewise, dematerialization is not a process which consists only of the digitization of paper documents. It also enables automation, better management supplemented by file traceability and above all, data security and archiving. Solutions are also adaptable to all types of companies, whatever their size: very small businesses, SMEs, large accounts.
In order to find the best solution for your business, it is preferable to make a gradual transition, but for VSEs, whose needs are more urgent and less burdensome, complete turnkey solutions exist and at a lower cost.
Finally, we must make sure to choose certified partners ISO 9001, 27001, RGS **, eIDAS, trusted third parties and present with hosting solutions on French territory, in order to guarantee the security of documents.