Home " Industries " EDM for local authorities and town halls

Digital transformation for local authorities and town halls

City hall and community workers manage numerous documents on a daily basis. Managing incoming mail is a time-consuming daily task that can slow down the distribution of information to the various departments of a town hall or community.

With Zeendoc facilitate the management

of your incoming mail

The Zeendoc EDM allows you to simply manage the entire chain of processing of incoming mail:

Mailscanning, archiving and automatic filing;
Distribution and notification to the various departments;
Multi-criteria search to find all your documents quickly and easily;
Follow-up of the processing of requests and traceability of responses;
Sending by email or post (without managing the constraints of enveloping and postage);
Possibility to link a mail with the answer.

Citizen Request: A quality public service

The Zeendoc EDM supports local authorities and town halls on a daily basis.

The EDM solution makes it possible to manage incoming mail, centralize all requests and simply transfer them to the relevant departments. Each type of request has a processing circuit and triggers automatic follow-up notification actions to reassure citizens that their request is being handled.

With the Zeendoc DMS, you benefit from :

Reduction of the time of treatment of your incoming mails;
Security and durability of documents;
Simplify and improve information sharing between agents, sites or departments;
The disappearance of tedious tasks;
Facilitate the dematerialization of your organization;
Improving the quality of services to citizens.

Simplify the management of your contracts

For local authorities and town halls alike, managing supplier contracts is a priority in view of their proliferation: school catering, cleaning of premises or public spaces, wastewater treatment, household waste, etc...

Our GED solution offers you to :

Centralize and share all contracts between departments;
To have a follow-up of the contracts with alert on the expiries;
Associate the contracts with all the annexed documents (delivery reports, service reports, CCTP, etc.);
Multi-criteria search of your contracts;
Export to Excel of your contracts for, for example, theelaboration of your annual budgets.

Facilitate the management of human resources

Centralize and share all your information in a single point to facilitate the management of your HR activity - Documents related to your employees (employment contract, newsletter, training plan ...) or your internal organization (procedures, internal regulations, contact database ...).

Simplify document validation - Easily administer expense and leave requests;
Manage electronic distribution of pay slips;
Facilitate the exchange of documents between you and your employees;

faciliter-le-pilotage-des-ressources-humaines

By dematerializing your HR function, the GED Zeendoc solution allows you to :

Benefit from productivity gains and cost reductions by optimizing document validation;
Have your HR documents available anywhere and at any time, including when you are on the move.

Optimize your document management with direct mail

Zeendoc's Automated Direct Mail for Local Authorities and Town Halls is an effective solution for companies and organizations wishing to simplify the production of large-scale personalized documents. Through automation, personalization and centralized management, this feature boosts productivity, minimizes errors and saves valuable time. Whether you're a local authority, a syndicate, an association or a private company, Zeendoc provides you with the tools to automate your document processes, so you can concentrate on what's essential: your core business.

1. Considerable time savings

Instead of creating documents one by one, automated direct mail allows you to generate a large number of documents in just a few minutes. Whether sending invoices, notifications or invitations, this feature avoids time-consuming repetitive tasks, allowing companies to concentrate on more strategic tasks. This automation also reduces the risk of errors and ensures impressive speed of execution.

4. Reduce manual errors

By centralizing data management in an Excel file, Zeendoc considerably reduces the risk of human error. Information is extracted directly from the file and automatically inserted into documents, without the need for manual input. This process eliminates common errors such as typos or omissions, and guarantees data consistency across all generated documents.

2. Quick and easy customization

One of the main advantages of automated direct mail is its ability to personalize each document from a simple Excel file. Zeendoc automatically fills in personalized fields in the document with information specific to each recipient, such as names, addresses, invoice numbers and so on. This flexibility makes it possible to create customized communications, while maintaining a standardized document format.

3. Optimized organization

Managing generated documents doesn't stop with their creation. Zeendoc takes care of organizing and indexing documents according to predefined criteria. Each file can be automatically named and classified in the right folders, according to the user's needs. In this way, all information is centralized and easily accessible, considerably optimizing document search and processing time.

5. Enhanced safety

Zeendoc places particular emphasis on data security. The mailing process is completely secure, ensuring that recipients' sensitive information, such as addresses or financial details, is protected at every stage. This is a major advantage for companies and organizations handling personal or confidential data.

Local authorities and public institutions

Since January 1, 2020, all your suppliers have been sending you their invoices in electronic format via the Chorus Pro portal.

zeedoc-connecte-chorus-pro-administration

With the Zeendoc Chorus Pro connector, receive your supplier invoices directly in your Zeendoc EDM software.

The Zeendoc DMS interrogates your Chorus Pro account and automatically retrieves the new invoices.

You don 't have to do anything
Documents are automatically filed
Only new invoices are sent
All your supplier invoices are managed in a unique and secure space
Zeendoc allows to set up a circuit of " validation of the service done ".

Master your digital transformation

Automatic document collection and filing
Creation of a file: the documents related to the invoice (estimate, purchase order, delivery note, etc.) will be linked in the same file and will allow instant visibility and easier control
Workflow: you customize the circulation and access rights for validation
File tracking: progress, completeness, payment date alerts
Immediate access to theinformation you need