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| News n°2 |  |
2008 december |
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Now there is nothing standing in the way of the dematerialization of documents - whether they are commercial, logistic or administrative in nature. The technologies, tools, applications and above all the legal framework are all now in place, meaning we are able to offer dematerialization solutions covering as many requirements as possible.
Hence, in addition to the benefits in terms of process optimisation - particularly significant in these times where rationalisation is the watch word - these services also cover legal requirements. In fact, it should be known that certain dematerialization solutions guarantee the legal value of a document, while helping to track exchanges, and even fulfil certain legal requirements.
For example, the electronic signature solution, a service offered by Edixis, a subsidiary of Seres, can be used to circulate an electronic document from person to person, to have it validated and signed by the interested parties and to give it probative value in the event of legal proceedings. The electronic exchange services offered by Seres can be used to track the movement of a product and can therefore meet certain requirements, such as food processing traceability requirements for example.
Then there is e-Facture, our tax-compliant electronic solution, recently adopted by the Spanish association ONCE, which ensures that your company is compliant with the European directive on the issue of electronic invoices.
Of all the different advantages that dematerialization solutions offer when compared to the exchange of paper, guaranteed compliance with the various French and European regulations is a crucial factor.
It is precisely the legal aspects of dematerialization solutions that we will focus on in this newsletter.
We hope you’ll enjoy your read and remain available if you have any questions or suggestions. All the team at Seres sends you their season's greetings and we hope to see you again in January 2009 for the next edition of our newsletter.
VALIDATE, SIGN AND GIVE YOUR DOCUMENTS PROBATIVE VALUE WITH THE EDIXIS ELECTRONIC SIGNATURE SOLUTION
Actu Seres
Edixis, a subsidiary of Seres, is launching an electronic signature solution, available through a simple internet browser.
The electronic signature solution is a module linked to an Electronic Document Management system (EDM such as Doc@net from Edixis), a knowledge database or other electronic data sharing system.
The electronic signature solution can be used to validate a document or dataflow using an electronic signature, or to co-sign documents requiring several different signatures.
If the user utilises a class 3 type certificate (for example SociéPoste from Certinomis, Doc@post), the act of signing via the Edixis signature solution will give the validation legal and probative status, which is binding on third parties*.
The signature solution can also be associated to a workflow tool, to implement document validation processes according to type of document and/or to the function in the user structure.
It can also be associated to push applications and used to send validated documents to third-party servers.
To generate documents and give them an electronic signature, the electronic signature solution must be backed up by automatic storage procedures using third-party storage managers (services offered by the Doc@post group), with periods of storage suitably adapted to document type.
The Edixis signature solution is a user-friendly, web-oriented application, which can be quickly rolled out (the only pre-requirement is use of an internet browser) and opened up to third-party structures and networks. The Edixis signature solution thus increases productivity and security in various domains, such as sales (signing contracts, sales offers), human resources (creating and validating holiday requests, expenses sheets), public sector services (dematerialising internal procedures), purchasing departments (validating purchase requisitions) etc., while guaranteeing the probative value of your documents.
To find out more about the electronic signature solution, you can contact Edixis on +33 2 99 66 08 66 or by e-mail at:
*Extract from article 1316-1 of the French civil code
“Electronic formats of written documents may be used as proof in the same ways as paper formats, on condition that the issuing party may be duly identified and the document was drawn up and stored in such a manner as to guarantee its integrity.” (…) “Electronic forms of written documents shall have the same probative value as the paper format.”
Extract from implementation order no. 2001-272 dated 30th March 2001
“An electronic signature process is deemed reliable, in absence of proof to the contrary, on condition that this process uses a secured electronic signature, established using a secured electronic signature device and that this signature is verified using a qualified electronic certificate.”
DEMATERIALIZATION SOLUTIONS: GENUINE SUPPORT FOR TRACEABILITY
Actu Seres
Traceability is information on the movement of products within a production and distribution chain.
It complies with recommendations for quality and safety procedures or, in certain cases, is actually required by European legislation, for example traceability in the food processing industry.
Its benefits have already been acknowledged in this sector, and are now starting to interest other sectors such as energy. A while ago, we presented the example of the ERDF-GRDF project to set up traceability for its equipment using Seres dematerialization solutions.
It is unquestionable that traceability has benefited from the progress engendered by the development of information services and systems. We have seen the emergence of bar codes, RFID tools and electronic exchange services, such as those offered by Seres, and which can be used to exchange information on product movement.
While the bar code is the basic element used to identify a product, electronic exchange services can be used to track movements, as described by our client, NORMABEV in the section entitled ‘The traceability of beef’. Seres was selected following a call for tenders as part of the “Focus Point” for the development and hosting of a beef traceability system for the Ministry of Agriculture and Fishing, and was also chosen by Normabev to set up its own traceability system. Success Story for Seres Spain – The ONCE. The ONCE is a non-profit-making association whose mission is to improve the quality of life for the blind and the visually impaired all across Spain. It has decided to implement dematerialization solutions for its invoices along with those of its two entities, Ceosa and Fundosa, using the e-Factura solution from Seres Spain, a solution that complies with the European directive*. It makes it possible to know where a product comes from, to which logistics unit or shipping unit it belongs, via which intermediaries it has travelled etc. Hence, if there is a problem with a product or a link in the production chain, traceability will show via which links the faulty product was shipped or, inversely, which products passed through the faulty link, in order to implement corrective actions.
This information is accessed by implementing a electronic exchange solution and setting up logistics messages such as shipping notes (known as DESADV in EDI language), which will help to enrich the information available to your supply chain.
Our AllegroEFI service can be used, for example, to print logistics labels and issue a DESADV when shipping goods, in accordance with the European regulations on traceability and with GS1 France recommendations. In outsourced e-Presto mode, our EDI platform can be used to exchange any type of logistics EDI message, along with commercial messages, and to monitor exchanges via a web portal. Seres also develops specific services based on its exchange platforms, to help you successfully implement your traceability project. Such was the case for the Ministry of Agriculture and Fishing, for whom Seres has developed a service used to collect information, translate formats and exchange data on animals (birth, slaughter, import, export, etc.) between cattle owners and the local breeding establishments.
So if you would like to increase the traceability of your products and your exchanges, think about dematerialization solutions!
*Extract from article 18 of the European Regulation (EC) no. 178/2002
”The traceability of food, animal feed, food-producing animals (...) shall be established at all stages of production, processing and distribution. Food and feed business operators shall be able to identify any person from whom they have been supplied with a food, feed, a food-producing animal (…). To this end, such operators shall have in place systems and procedures which allow for this information to be made available to the competent authorities on demand.”
THE SERES ELECTRONIC CATALOGUE CURRENTLY BEING QUALIFIED BY GS1 FRANCE
A large number of you have asked us for an electronic catalogue.
You see Seres as a legitimate player, expert in its field and we thank you for the trust you place in us.
We are therefore delighted to inform you that our electronic catalogue is currently undergoing GDS qualification from GS1 France.
At the end of these tests, the Seres electronic catalogue will allow future users to access the GDSN Network for global synchronisation of product information via the Parangon.
We will keep you informed as to the release of our offer.
NORMABEV CUSTOMER TESTIMONIAL: BEEF TRACEABILITY
Seres was selected following a call for tenders as part of the “Focus Point” for the development and hosting of a beef traceability system for the Ministry of Agriculture and Fishing, and was also chosen by Normabev to set up its own traceability system.
These projects are proof that dematerialization solutions mean so much more than just saving time and money, by actually guaranteeing food safety in accordance with the European regulations in force (European Regulation (CE) no. 178/2002).
Thierry Vuaille, Director of Normabev, an association set up to encourage commercial relations based on a system of classification and marking of large beef stock, gives his account of the project to implement dematerialization solutions at Normabev.
SUCCESS STORY FOR SERES SPAIN - THE ONCE ASSOCIATION
The ONCE is a non-profit-making association whose mission is to improve the quality of life for the blind and the visually impaired all across Spain. It has decided to implement a electronic solution for its invoices along with those of its two entities, Ceosa and Fundosa, using the e-Factura solution from Seres Spain, a solution that complies with the European directive*.
Season’s greetings!