Groupama has increased its productivity with document archive PaperWork

GGSoft  has transferred Groupama paper document archive into digital media by way of PaperWork product, increasing the speed of document sharing processes and its productivity.

In the Project realized by the cooperation with Groupama under the KoçSistem integratorship all existing and produced documents have been transferred into digital media by way of GGsoft's PaperWork product. Thus, archive scanning and document sharing in Groupama have become faster and more productive. 

Ekrem Doğan Baş working as a software developper in Groupama Web Application and Content Management Department and responsible for the Project in Groupama part has stated that the cost of physical document archive management were too high before the Project and summarized the process as follows: "There are many files to be filed regularly such as damage files, compensation files, individual retirement files, health files, engineering and fire damage files etc. All these files were kept in physical archive rooms in the institution before. When a department has needed a document in physical archive, it had to request its demand in written form from archive unit and get the document by signature. This was a process creating hardships and extra bureaucracy. Moreover, because of not sending documents back to the archive, there were piles of documents in departments to be send to the physical archive and documents were being worn out due to circulation through departments. When the risks such as flood, fire are evident, we have decided to transfer the physical archive to the digital media."

There are many advantages to use a local produced software

Mr. Baş states the solutions criteria to be used in the Project of transferring physical archive into digital media as: "Our priority is how trustworthy the software we will use will be, to transfer our documents in the system in the quality we need and user friendly use of the software. In the Project we realized with the KoçSystem integrator, we have preferred GGSoft's PaperWork product because it has met all these requirements successfully."

Baş expresses the advantages of preffering locally produced software in these words: "Because the interface and the functions of foreign software are translated mot a mot, there are the cases that we are not able to find  the function we need or understand the action of the function. Furthermore, when we meet some problems in foreign software, we have to get technical support from abroad, meaning delay of the solution. PaperWork is a kind of software having a distinct language and not requiring long training. Additionally, we know that we can find solutions to the problems in one step when needed. Modular structure of the product meets our requirements thoroughly. Thanks to this structure, we can add different features to the system when need arises. This means that we can get and use the other modules of the PaperWork in future projects, thus shortening analyses processes. Moreover, thanks that GGSoft follows working styles in Turkey, we believe that G&G Soft will provide modular solutions suitable to our work in faster and more correct solutions."

Cost has been reduced by PaperWork, waiting durations have vanished

PaperWork is used today in general center of Groupama and 16 different regional offices by 200 workers with the average of 4.000 documents daily. Mr. Baş tells that G&G Soft supported them  with a team of 15 specialists for one year in transferring priority documents after a long survey to define the priorities. For the time being, transferring documents in a suitable format into digital media is realized by a G&G Soft specialist working in Groupama.  The use of PaperWork has reached %80 in the central bureau and offices. Mr. Baş stating that sharing documents digitally instead of keeping them in central bureau or in the other offices provides big advantages in terms of time and cost says: "Before PaperWork, documents were being sent by fax, cargo or courier. We had do pay for that. Documents demanded before 16:00 hours from the central bureau used to be sent next day, after 16:00 hours, two days later by courier. We have reduced physical document demands in addition to momentary view of demanded documents in the archive thanks to PaperWork. For example, individual retirement file requests were around 80. After PaperWork, this number has been reduced to one or two files a day. Thus, we have not only reduced the courier costs but prevented the document loss as well.

Workers have focused on their jobs, prestige of the organization have increased.

What Mr. Baş states about the biggest advantage of the project realized under the KoçSystem integratorship with PaprWork to Groupama is the contribution of the project to the work productivity and prestige it has provided. "In the organization where so many documents are produced, document control becomes an extra workload over the workers" say Mr. Baş and continues "We have eliminated this by PaperWork and alleviated this work load." Additionally, we have a digital document archive where management, access, saving are easier in addition to physical archive. Thus, even though the documents are removed from the physical archive because of legal expiration, we continue to reach all these documents through digital archive.  This contributes to the prestige of the organization as a step made towards the development of the organizational memory and we become more valuable in the eyes of the customers by reducing the response time. This system established by PaperWork will make us ready for the possible development in future inspection."

Files are not circulated from hand to hand, high security is provided

Another advantage of Groupama project realized under the KoçSystem integratorship is the high level security in terms of document sharing. Mr. Baş stating that it is impossible to talk about the security of the files circulating from hand to hand says about the security of digital archive: "PaperWork works with compatibly with our Active Directory structure. Thus, we can associate access authority under PaperWork directly with user accounts. As soon as a user logs into the system his/her user password, access authority is defined. Nobody can have access to the documents except within his/her authority, even though PaperWork has been installed in a computer outside of the domain. Furthermore, all accesses are recorded in the system. All regional access is realized through our private communication lines. Everything works on the intranet, the system is strictly closed to the Internet."