Digital Document Management: how mature is your organization?

How mature is your organization when it comes to managing documents?

If you don’t know how to answer that question, it is okay. We have developed a quiz to answer that very question for you and to possibly help you identify areas where you can still optimize and grow.

The quiz includes 8 questions and only takes two minutes of your time.

Once you have completed all the questions, you will be given an indication of your maturity level. So, where do you think you are on this scale?

Basic - Intermediate - Advanced

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* 1. Please fill out your contact details first:

Name *

Company

E-mail address *

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* 2. How do you communicate with your customer?

We send our documents in paper format.

We send our documents by email in PDF format.

According to the method selected by our customer: In paper format, email, SMS, notifications via their smartphone, our website, social media.

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* 3. How do you create your document templates?

Developers in our IT department create the templates.

We have to create a document template for each application or each communication channel.

We have document templates common to all our applications and that can be available on several selected channels: paper, email, SMS…

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* 4. How do you update your documents as part of a business intelligence or regulatory update?

The IT department is the only one that can update documents.

The professions within our organization (IT, lawyers, account manager, etc.) update their own documents at their workstations.

Updating happens automatically and in collaborative mode thanks to our document repository: the IT department works on the technical aspects of documents and business administrators can autonomously update a contract clause that has been validated by lawyers.

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* 5. How paperless is your organization?

All documents are printed and shared manually.

Documents are manually scanned and kept in folders.

A digital archive is used where each authorized member of staff has access to his/her documents.

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* 6. How do you generate your documents in batch and in high numbers for your mailings, invoices, reminders …?

We do not process them internally, instead we send our data to a maker who creates our document templates for us.

We print our documents and then the courier service processes the sending.

We create documents in different formats (paper, email, etc.) that are then managed by our internal departments or by our delivery providers.

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* 7. What innovative communication methods do you offer your customers?

They have to accept the communication method that are possible within our systems.

We offer them personalized communication in accordance with their choice of distribution (email, paper, smartphone, social media, etc.)

In addition to traditional media, we offer our customers the option of managing their own information in their personal space on our website through dynamic, manipulable and touch-sensitive documents.

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* 8. How do you process the incoming document flows?

Documents are scanned and sent manually to the right person

All documents are automatically scanned and digitally delivered to the right service or person.

We only receive paper documents and do not digitize them.

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* 9. How are your documents protected?

We are keeping multiple versions, to be sure that we have a copy.

All my documents are digitally encrypted, with a retention period as required by law. By means of a GDPR module, I can display each claimant's data and, if allowed, delete them.

The folder structure is secure and personal. Employees only have access if you use a specific account.