Less Paper & More Efficiency at Wij Helpen
Ever since Wij Helpen, an employers’ social-accounting secretariat, moved from a paper archive to digital document management, the amount of paper documents has been reduced from 12 pallets (1.2 million pages) to one pallet a year. At the same time, ink consumption has fallen sharply.
Digital & Centralized Approach
With the SMARTdoc document management system all 24 users have access to a centralized digital system that handles and stores documents much more efficiently. The organization’s management now has a better overview of the documents and can trace the flow of each one. Moreover, it is easier to take over a colleague’s tasks if necessary.
Automated Document Flows
“We wanted to optimize our way of working,” explains Bruno Lahousse, Director at Wij Helpen. “We were wasting too much paper and spending too much time tracking down the documents we needed. Together with SMARTdoc we started to digitize every single document. Once that was done, we could start optimizing our document flows. Now each type of document is automatically filed in the right place. If we need an additional feature, SMARTdoc works it out for us.”
The great advantage of working with SMARTdoc is that they understand our business needs. Another great benefit – our digital document management system complies with the GDPR regulation.
“When we decided to look for a partner to help us digitize all our documents, we first did some market research,” says Bruno Lahousse. “SMARTdoc was by far the smallest partner we spoke to, but they were the only ones that could give us a demo of their software applied to our own documents. We were quite impressed and we agreed to work with them. The only condition was that they customize some of the features for us, which they did.”
Ready for GDPR (General Data Protection Regulation)
“The great advantage of working with SMARTdoc is that they understand our business needs. When we ask them to customize something, they are always able to do it fast. What’s more, this software saves us a lot of time. We don’t have to archive our documents on paper anymore and when we search for a particular document, we simply type in a keyword to retrieve it. Another great benefit – our digital document management system complies with the GDPR regulation.”
Back Ups Prevent Document Loss
Thanks to the increased efficiency, faster archiving and easy document retrieval, Wij Helpen can now service more customers with the same number of account managers while focusing on added value. There is no longer a risk of losing documents, thanks to the digital archive’s back-up.