A smooth edm solution interoperable with business tools

groupe victor hugo logo

A smooth edm solution interoperable with business tools

A smooth edm solution interoperable with business tools

Groupe Victor Hugo opted for Konica Minolta to support it in adapting its Electronic Document Management solution to the challenges of a rapidly growing business. Firstly it was necessary to take on much vaster volumes of data, then compliance with probative value electronic archiving standards was required and finally it was necessary to be able to communicate with business tools. After Konica Minolta carried out an ECM audit, it pointed the company, already fully fitted out with Konica Minolta printing systems, in the direction of Microsoft SharePoint, a solution that is interoperable with Microsoft Dynamics and Office 365. Groupe Victor Hugo was very happy with its relationship with Konica Minolta and was won over by itscommitment and the quality of its support teams. As a result, it opted for Konica Minolta’s proposal instead of an alternative proposed by a competitor.


Place EDM at the service of business development ambitions 

Originally, a regional operator in Eastern France in the area of provident and complementary health insurance, Groupe Victor Hugo is driven by a very strong growth momentum. The group currently has 10 sales agencies and covers most of the French territory. Benjamin Vincent is Engineering and Logistics Manager in charge of the infrastructure and networks in this 85-person company: “Konica Minolta is our partner 100%, with 18 multifunction printers and 10 printers. We are very happy with the performance of the equipment and the quality of our relationship. The service is up to the same level, with highly reactive support and automated management of consumable restocking.” 

For both legal and administrative reasons, Groupe Victor Hugo has a huge number of documents to be processed and stored, with strong and precise regulatory requirements. Seven years ago, the company decided to move to digital archiving in an initial expansion phase. “Multifunction systems are the first step towards Electronic Document Management. We asked Konica Minolta to support us in this major move, a massive reconfiguring of our printing and reprography installed base. We opted for Open BeeTM. The solution perfectly met our initial expectations in terms of Contributions, Benefits and Account­ing services”, Benjamin Vincent says.

However, Groupe Victor Hugo very quickly reached a figure of close to 300,000 documents stored in the EDM system, i.e. over 500 GB. Document search and capture was slowing down; a solution upgrade was needed. Interoperability with business tools and compliance with probative value electronic archiving standards was also required to stay in the race. 

“Open BeeTM was a victim of its success. An increasing number of users, an increasing amount of data. This first solution was perfect in that it taught us about EDM systems, but we really had to move up to the next level,” Benjamin Vincent emphasises.


A prior audit and team support enabled this sea change to come about 

Groupe Victor Hugo then launched a new call for tenders to identify and implement a solution that would be better equipped to cope with the company's projected development and the exponential growth in the amount of information managed. Konica Minolta mobilised to elaborate the most appropriate solution to address the three requirements in the specifications: large data volumes, interoperability and conformity. 

The first stage consisted in carrying out an in-depth audit of all practices and needs linked in a general way to the company’s collaborative working methods. This “OPS & ECM Consult” audit clearly highlighted a desire for sharing that went far beyond technical documentation. 

Benjamin Vincent explains: “Our company has grown in size but has also spread out geographically. Now a large share of our business is achieved outside Eastern France. We need to exchange more so that we advance together and maintain our competitive edge in terms of flexibility and responsiveness.” 

Konica Minolta won the contract with an offer based on Microsoft SharePoint. The platform is compatible with the business solutions that Groupe Victor Hugo is leaning towards (the CRM Microsoft Dynamics solution and the Office 365 suite in particular) and meets the specifications in terms of processing power and compliance with probative value electronic archiving standards. “What we were also drawn to was the ability of the solution to support intranet-type usage with advanced content management and forum management features and the ability to create forms,” Benjamin Vincent says.

Identifying the most appropriate solution required a global support approach from Konica Minolta. This approach started with a targeted audit, then continued with the integration of Microsoft SharePoint, including setting up an eCopy® ShareScan® connector (tool to capture smart data that is perfectly integrated into Konica Minolta’s printing systems), data migration support and provision of training courses to bring users up to speed.

Challenge

Challenge
  • Seven years ago, the company decided to move with Konica Minolta to digital archiving with Open BeeTM
  • However, it quickly reached 300,000 documents stored in the EDM system (over 500 GB), so document search and capture was slowing down and a solution upgrade was needed
  • Interoperability with business tools and compliance with probative value electronic archiving standards was required 
  • Open BeeTM as a first solution was perfect, but the company had to move up to the next level

Solution

Solution
  • In-depth audit 
  • Microsoft SharePoint: platform is compatible with other business solutions (e.g. Microsoft Dynamics and Office 365)
  • eCopy® ShareScan® connector: capture of smart data that is perfectly integrated into Konica Minolta’s printing systems
  • Data migration support
  • Provision of training courses for users

Advantages

Advantages
  • More processing power and very good response times
  • Compatibility and interoperability with other business solutions
  • Compliance with probative value electronic archiving standards