10 Mar
The world of work has changed dramatically in recent years. More mobility, flexibility, responsiveness... the expectations of companies and employees have changed, as have working methods and exchanges.
It is in this context of digitizing its operation and in particular the management of professional documents that Abalone called on the LegalySpace cloud platform to manage its resources and offer dematerialized exchanges with its customers and employees.
Here are the 10 reasons that prompted us to use a cloud platform to manage our professional documents.
1. Accessibility
With the emergence and democratization of telework within the company, being able to have your work documents anywhere has become essential. Cloud platforms offer employees the possibility of exchanging their documents anywhere and on any type of device.
The same goes for our external contacts (customers, suppliers, temporary workers, etc.), who can freely access the documents sent to them.
This solution allows more agility and mobility while maintaining complete accessibility to professional documents. The only constraint, for employees and other collaborators, is to have an internet connection.
2. Saving time
Accessibility and real-time document sharing generates a real saving of time for our collaborators and their interlocutors.
Indeed, a document can be added or deleted in a few clicks, if it is not automated with business software. Documents can be stored, viewed and even edited from the cloud platform by people with access to them.
Sending and exchanging documents is also faster and more secure only by simple e-mail, in particular if the document requires electronic signature : payslip, hours statement, employment contract…
3. Collaboration
Le teamwork is a priority for our group. Going through a Cloud platform to manage our documents, gives a constant access to all stakeholders in a project, whether internal or external to the company.
Collaboration between teams is therefore facilitated, streamlined and strengthened. It is noticeable especially in HR departments, which requires a large number of exchanges of documents and strong monitoring of administrative procedures.
4. Scalability
One of the biggest advantages of cloud solutions is their ability to scale over time. We configured the dematerialization platform according to our needs at the moment T for a progressive deployment of the functionalities.
For example, we were able to opt for a solution of Electronic Document Management (EDM) first, then later, having the possibility of sending and having professional documents signed (employment contract, payslip, invoice, etc.) electronically and securely.
La proactivity and modulation of the tool makes it possible to meet the evolving needs of our group, depending on the activity of the moment.
5. Cost reduction
La flexibility and l'scalability that characterizes a cloud platform, allow us to pay only for the technological resources and the quantities consumed. In this way, there is no hidden fees and therefore no bad surprises.
The cloud also allowsreduce maintenance and hosting costs data because these are usually managed by service providers.
We also save on the storage of professional documents requiring a framed archiving (payslip for example).
6. The speed of installation
Cloud platforms being dematerialized, their installation can only take a few minutes. However, the automations with the different business software are necessary, they took a few days.
Once the solution was installed and its configuration finalized, it was fairly quickly taken up by the employees. In addition, we benefit from technical assistance provided by LegallySpace, if needed.
7. Security
In terms of data management and storage, there are many regulations, keeping up to date with the latest compliances is a difficult task. Of General Data Protection Regulation (GDPR), IT security, including data confidentiality, these aspects are major challenges for our group.
Using a cloud platform provides a sense of security as well as governance, LegalySpace ensures compliance and data security through comprehensive programs and regular updates.
Another advantage, all our employees benefit from the same level of safety and regulation. Less weight to be managed by our IT service provider, who can devote himself fully to his main missions.
8. Data backup
La saving data is a major problem for the company. The advantage of storing and archiving your professional documents on a cloud platform is that they are saved and secured automatically, whatever happens on our servers.
Plus, changes to documents sync in real time. Thus, our teams are always working on the latest versions of documents and can access them simultaneously.
Furthermore, from a point of view Human ressources, this allows all of our employees to archive and access their payslips for 50 years, or until they turn 75.
9. Maintenance
Since the servers of the cloud solutions are off-site, system updates are not the responsibility of our IT provider but of LegallySpace.
Updates are usually automatic and maintenance is guaranteed. Using cloud platforms therefore significantly reduces our computer maintenance costs.
It also allows us to have the same level of security and updates for all our agencies.
10. Reducing the carbon footprint
In line with our CSR policy, choosing to dematerialize our professional documents means reduce our carbon footprint.
As we know, data centers have relatively high CO2 emission rates. By going through a cloud platform, thanks to shared and pooled data storage, the impact on the environment is less.
Indeed, there is no longer any need to store the same document several times, since it can be consulted by all authorized users. This is so, less storage space required for the company and fewer individual servers.
Efficiently manage our professional documents
Using a cloud platform to store and manage our professional documents has many advantages, whether for our group or our employees.
Today, digital is an essential growth driver. It was therefore essential to choose the right tools.
The solution LegallySpace met our expectations to automate, exchange, store and archive all our professional documents. With a secure, responsive platform accessible from any device, it offered us optimal flexibility on this stage of our digital transition.