Initial situation

Mail management was 100% paper-based.
No IT solution was in place.
A lot of time was wasted going back and forth between documents and payment validations, with the risk of losing documents.

The aim was to dematerialize all mail as soon as it was opened, and then go completely paperless.

In-house staff were not at all familiar with the technical environment, and had had little involvement in implementing the solution.

Choice of BS-Team

We were looking for a Microsoft partner who was both experienced with the Office 365 suite and who might be able to take on a digitization project.

BS-Team established itself as a player covering all needs, equally at ease addressing functional, security and process issues, and familiar with the legal constraints of purely digital archiving (legal archiving).

Project realization

A BS-Team Business Analyst first immersed himself in our environment to understand our business, which they didn’t yet know.
Very quickly, he was able to guide us in our reflections, extracting the requirements necessary to get the project up and running.

Microsoft SharePoint online, from the Office 365 suite, was selected as the EDM tool.

GScan proved to be the best dematerialization tool for our needs, as it can be adapted to any hardware (multifunction scanner) and interfaces very easily with SharePoint.

All processes, from dematerialization to legal archiving, have been implemented using Microsoft Flow workflows.

The project has enabled us to automate and standardize mail processing according to document type.
Less time is wasted and the risk of losing information has disappeared.

End of project

The objective has been fully achieved.
This tool is now shared with our partners and customers, who access SharePoint like an Extranet.
They can now follow the processing of correspondence concerning them, or even interact by validating it.