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Arxivar per Publicis. Automazione del ciclo passivo dei documenti e conservazione sostitutiva

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RE:SOURCES ITALY, la centrale di servizi italiana del GRUPPO PUBLICIS, agenzia di comunicazione e public relation internazionale fondata a Parigi nel 1926, ha scelto ARXivar per la dematerializzazione dei processi amministrativi e la conservazione sostitutiva dei documenti fiscalmente rilevanti. La soluzione ARXivar ha permesso di portare in conservazione sostitutiva oltre 70mila fatture passive e 35mila fatture attive, registrando una significativa riduzione dei costi di archiviazione e dei tempi di lavorazione delle pratiche.

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Arxivar per Publicis. Automazione del ciclo passivo dei documenti e conservazione sostitutiva

  1. 1. Una nostra storia di successo Ciclo passivo e Conservazione sostitutiva
  2. 2. L’Azienda RE:SOURCES ITALY è la centrale di servizi italiana del GRUPPO PUBLICIS, agenzia di comunicazione e public relation internazionale fondata a Parigi nel 1926. RE:SOURCES ITALY svolge all’interno del gruppo compiti amministrativi, di consulenza tecnica e di coordinamento e relazione tra le 23 Legal Entity del gruppo e tra queste e le aziende esterne (studi commercialisti, studi paghe e stipendi).
  3. 3. L’Azienda in numeri Terzo gruppo pubblicitario al mondo 23 Legal Entity 6 miliardi e ½ di fatturato nel 2012 1200 dipendenti, 80 dei quali impiegati nella centrale servizi RE:SOURCES ITALY
  4. 4. La Struttura Media Agencies Public Relation Digital Circa 1.200 dipendenti nel Gruppo Circa 80 dipendenti di cui 30 utenti che gestiscono il caricamento delle fatture passive con timbro digitale Creative Agencies Production Employer Branding Centrale Servizi per il Gruppo Design
  5. 5. L’Esigenza L’ azienda era alla ricerca di uno strumento che permettesse di passare all’era digitale, attraverso la dematerializzazione dei processi amministrativi e la conservazione sostitutiva dei documenti fiscalmente rilevanti. In particolare era necessario: • Condividere le informazioni ed i dati sui sistemi, in modo strutturato senza ridondanza. • Organizzare e controllare tutte le attività della Centrale Servizi e delle Legal Entities. • Gestire i processi nel rispetto dei vincoli di riservatezza e della struttura organizzativa interna delle Legal Entities. • Governare l’intercomunicazione tra la Centrale Servizi, le Agenzie del Gruppo e gli studi esterni (studi commercialisti, studi paghe e stipendi,…). • Ottemperare ai vincoli delle normative Internazionali di internal e esternal Audit.
  6. 6. La Soluzione Grazie alla soluzione di Document e Process Management ARXivar, proposta al cliente dai Business Partner Matrix Solution e Matisse, l’azienda ha soddisfatto tutte le sue esigenze di gestione del ciclo passivo dei documenti con utilizzo del timbro digitale e di conservazione sostitutiva dei documenti fiscali. In conservazione sostitutiva 70.000 Fatture Passive 35.000 Fatture Attive Bollati Iva / Giornali Bollati Libri Inventari/ Libri Cespiti Archiviati in Arxivar 5.000 ordini e contratti Documenti di supporto alla contrattualistica Contratti in originale Bilanci e documentazioni di supporto civilistico/fiscale
  7. 7. Ciclo Passivo con Timbro digitale (Paperless) Caricamento fattura nel sistema contabile Viene generato un profilo generico su ARXivar, associato all’immagine della fattura Scansione fatture ABC MTX Il documento è sottoposto a processo di workflow approvativo APPROVAZIONESTOP Applicazione a video del timbro digitale Aggiornamento immagine documento in Arxivar Aggiornamento profilo documento
  8. 8. Conservazione Sostitutiva Inoltro dell’Hash all’ente predisposto per l’apposizione della marcatura temporale, ove richiesto per legge I documenti generati (o ricevuti) nel sistema gestionale creano un file pdf inviato ad Arxivar completo del suo profilo documento. ABC MTX Firma digitale dei documenti pdf Generazione di un volume di conservazione Chiusura dell’archivio sostitutivo con apposizione della firma digitale Inoltro dell’Hash all’ente predisposto per l’apposizione della marcatura temporale Memorizzazione del lotto sulla cartella del server adibita a repository ARCHIVIAZIONE OTTICA
  9. 9. I Benefici  Riduzione dei costi di archiviazione delle fatture  Semplificazione del processo di gestione documentale  Riduzione dei tempi di lavorazione del processo del ciclo passivo  Eliminazione degli errori

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