The Covid-19 crisis and the standardization of teleworking have had major impacts on the digital transition of companies. In order to continue their activities in the best conditions, the latter are forced to digitize large quantities of documents. To do this, they can call on specialized companies, or use one of the many applications developed, such as Stack. A process not without risk, which must be supervised.
The digitization of documents accelerated by teleworking
The massive use of teleworking for a year now has considerably increased the needs of companies to dematerialize documents. Employees need access to the files and mail they receive. If the use of emails was one of the most popular solutions for exchanging documents, a change is taking place today and companies are increasingly turning to digitalization.
To meet this growing need, many companies are offering their services. This is the case for example of Numen or Numerize. “There has been an awareness of companies”, declared Boris Coriol, President and CEO of the latter. Services welcome as the quantity of paper to be scanned is important: technical documents, legal contracts or pay slips, all formats are concerned.
Digitization has major advantages, because in addition to the considerable space saving that this technology allows, it is also a significant time saving. Finding an invoice or any administrative document will then be easier. Both employees and individuals can rely on certain applications, such as Stack.
In the United States, Google has experimented with a new application for Android allowing the digitization and organization of personal and administrative archives. Her name ? Stack. His goal ? Scan, store and order documents of all kinds. No more piles of paperwork, now everything can be dematerialized, thanks to a small dose of artificial intelligence (AI).
Its operation is simple: once the document has been scanned, via the smartphone’s camera, it is directly converted to pdf format, named then saved within a predefined category. Each document can also be filed in Google Drive, which makes it possible to find it from any connected device.
And the use of AI doesn’t stop there: Stack is able to read documents and find a colossal amount of information using key words, such as “due date”, “total amount” …. And this not only in the title of the document, but also as a whole.
Digital transformation has many advantages, but also brings its share of disadvantages. At the top of the list are cyber risks. Theft of data, falsification of documents, there are many threats. In order to limit them, several solutions can be proposed. Google’s Stack application, for example, conditions its access to facial recognition or the user’s fingerprint. A guarantee of security to limit access to confidential documents to only those concerned. The implementation of firewalls, antivirus or other monitoring and fraud detection tools is also the necessary means to guard against these issues.
There is also the notion of reliability, which concerns the conditions of digitization and preservation of documents. “The objective is to ensure that the rules of the art allowing to manage the electronic document are respected and that it is kept without risk for the necessary time.”, Explain Christian Dubourg, Director of the Innovation and Compliance Department at Spark Archives. Because in accordance with the General Data Protection Regulation, administrative documents concerning personal and confidential data can only be kept for a defined period of time. A technology that it is therefore important to supervise, but which in return allows a major saving in time and efficiency.