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3. Chaotic filing: enigmatic file names, poorly organized folders, a total lack of logic... Finding a document in this mess is a real challenge. The risk of confusion and errors is omnipresent, not to mention the time wasted exploring the meanders of this anarchic tree structure.

4. Fossilized information: obsolete documents, forgotten versions... Navigating through this graveyard of out-of-date information is not only inefficient, it can also be dangerous for decision-making. Oops, forgot to update the financial report?

5. Blind searches: Overly generic keywords, tedious manual searches... Faced with an ocean of documents, relying on inefficient methods only leads to disappointing results and a considerable waste of time.

Fortunately, there are solutions available to transform this ordeal into a smooth, efficient document search. EDM (Electronic Document Management) tools such as Zeendoc enable you to centralize, organize, classify and share documents in complete security, while advanced search functions make it easy to pinpoint the precise location of the information you're looking for.

Say goodbye to endless searches and growing frustration: opt for modern document management
modern document management and save precious time!

THE BENEFITS OF DOCUMENT RETRIEVAL 

Say goodbye to dusty archives and endless searches! Electronic document management (EDM) is revolutionizing the way companies manage their information, offering a complete solution for optimizing document processing, retrieval and security.

ICR: INTELLIGENT character recognition

L’ICR, Reconnaissance Intelligente de Caractères, est une forme avancée de technologie de reconnaissance optique de caractères (l’OCR) qui reconnait non seulement le texte imprimé, mais aussi les caractères manuscrits. Elle « apprend » de chaque document qu’elle traite, en utilisant des algorithmes de Machine Learning pour interpréter l’écriture manuscrite.

With ICR technology, ABBYY Vantage Zeendoc improves its recognition of documents with handwritten characters. 

Some documents: Expense claims, delivery notes, logbooks or delivery reports, hand-signed work orders, CERFA forms, consultation notes...

The benefits of integrated KPIs in Zeendoc :

• Enhanced automation for all documents
• Time-saving indexing and filing
• Technology integrated into Zeendoc at no extra cost 
• Reduce transcription errors
• An ever more complete and innovative solution

How document search works

Zeendoc is searchable via a simple search bar at the top of the interface. You can enter one or more keywords in the search bar, and Zeendoc will return a list of relevant documents.

Zeendoc uses a number of factors to rank search results, including :

• Document content: The keywords you enter are compared with document content, including file name, document text and metadata.
• Document properties: You can also search for documents based on their properties, such as creation date, document type and owner.
• Document location: You can search for documents in specific folders or in your entire Zeendoc repository.

CASE STUDIES OF DOCUMENTARY OCERIZATION

WITH ZEENDOC

OCR (Optical Character Recognition) is a powerful technology with applications in many areas of document management. Here are just a few examples of how Zeendoc OCR can transform the way your company manages its documents:This essential step enables :

Invoice management

One of the main challenges facing companies is the efficient management of invoices. With Zeendoc's OCR, every invoice scanned or received as a PDF is automatically analyzed and key data, such as amount, supplier name, or due date, is extracted. This enables :

• Automated processing: Extracted information is integrated directly into your accounting system, reducing manual input errors and speeding up processing.
• Quick search: every invoice is immediately available via a simple keyword search, whether by supplier name, invoice number or specific date.

Contract archiving

Contracts often contain critical information that needs to be easily accessible yet secure. Thanks to OCR, Zeendoc enables :

• Automatic indexing: All key contract terms, such as names of parties, signature dates or specific clauses, are automatically indexed.
• Simplified consultation: You can find a contract in a matter of seconds, simply by searching for a specific term or an important clause, which is particularly useful during audits or renewals.
• Deadline management: By combining OCR with other Zeendoc features, you can set up automatic reminders for important dates such as contract renewals, reducing the risk of missing a deadline.

Incoming Mail Management

Mail received by the company, whether physical or digital, can be processed efficiently with Zeendoc OCR :

• Automated processing: scanned mail is automatically analyzed, extracting important information and routing it to the right people or departments within the company.
• Tracking and tracing: Each piece of mail is indexed and stored, making it easy to track and manage any responses or actions required.

THE BENEFITS OF LAD/RAD

Integrated with Zeendoc's LAD/RAD solution, OCR offers many advantages:

1. Save time and cut costs:

Automating data entry with OCR enables small businesses to save precious time on tedious manual tasks, such as entering invoices, purchase orders or administrative forms. This frees up time for employees to concentrate on higher value-added activities, such as business development or customer relations. What's more, OCR reduces the need for staff dedicated to data entry, which translates into significant cost savings.

2. Improved document organization and retrieval :

OCR enables small and medium-sized businesses to easily classify and retrieve their digital documents thanks to indexing and keyword searching. This puts an end to tedious searches in physical archives, and ensures that crucial information is always at hand. This improved document organization contributes to faster, more informed decision-making, as well as better collaboration between teams.

3. Greater accessibility and compliance with regulations :

OCR makes scanned documents accessible to the visually impaired, thanks to assistive technologies such as text-to-speech software. What's more, secure electronic archiving of scanned documents enables VSEs and SMEs to comply with legal and regulatory requirements for document retention.

In conclusion,OCR offers French SMBs a range of valuable benefits that can help them save time, reduce costs, improve document organization and comply with regulations. If you're a French SME looking for a solution to optimize your document management, OCR is a technology not to be overlooked.