Digitize and manage

Digitization

Outils Océans advises you on choosing the right digitization equipment, adapted to your document volume and formats.
From a simple desktop scanner to a full production-level digitization station, we provide efficient, tailored solutions.
Outils Océans is a partner of Opex, the global leader in document opening, extraction, and capture. We distribute the Falcon range of mail and document digitization stations.
The Falcon combines an innovative, dynamic, and robust conveyor system with a high-volume production scanner. Whatever your document digitization needs, Falcon is designed to handle the toughest workflow challenges. From thick stock to fragile or damaged lightweight paper, envelopes, binders, receipts, small forms, and business cards — almost every style and type of document can be scanned!

The Falcon enables operators to prepare and scan documents at a faster pace than most traditional preparation methods. This significantly reduces the costs associated with document preparation for digitization.
The Falcon also ensures superior document integrity, as documents are processed in a single pass and converted into images. While scanning, operators can view images in real time to ensure accurate capture and identification. This greatly reduces the need for long and costly rescans later on.

The FalconRED model adds the most efficient envelope opening and extraction unit on the market, making it a universal digitization platform for the mailroom.

The feature-rich CertainScan software is the perfect complement to Falcon, offering automatic classification and a more intuitive way to visually identify document types during scanning.

A revolutionary innovation, Gemini® combines the versatility of Right-Speed™ scanning, exceptional image quality, and the configurability of the CertainScan® software suite.

With its dual feeder capability, the OPEX® Gemini scanning solution is the only scanner able to handle all types of documents at the right speed, requiring minimal preparation while eliminating the need for multiple scanning devices.

Whether you are digitizing clean stacks or hard-to-handle, damaged, or delicate documents, Gemini is the engine driving your business today and into the future.

Why choose DMS (Document Management System) with Outils Océans?

To continue delivering innovative solutions that integrate the best of technology for document flow management, Outils Océans became in 2014 a certified partner of Neoledge, a specialist in Document Management Systems (DMS), Mail Management (GEC), and Enterprise Content Management (ECM) solutions.

Through the Elise ECM platform, we support public and private organizations in their digital transformation journey.

Elise is an innovative solution for collaborative content organization and management — powerful and intuitive, combining flexibility, customization, and return on investment.
From intelligent automated multichannel capture to case management and business process orchestration, Elise has already convinced over 100,000 users in more than 20 countries across Europe, Africa, North America, and the Middle East.

Discover the Elise ecosystem and how it addresses key challenges such as:

• Continuous integration of innovation, including AI
• Digitization of process-related documents
• Managing information flows, regardless of their volume and diversity
• Data security
• Regulatory compliance
• Environmental responsibility and ecological transition

Elise in 10 Key Advantages

1. Unified management: Centralize and streamline your documents and business processes with our DMS and mail management solution.
2. Enhanced intelligence: AI and deep learning automate analysis, classification, data extraction, and content generation for smarter decision-making.
3. Time and productivity gains: Reduce delays and optimize processes through digitization and intelligent automation.
4. Simplified use: An ergonomic, intuitive interface ensures a smooth, efficient experience (automation, batch processing, notifications, synthetic indicators, etc.).
5. Adaptability and scalability: A flexible, scalable, and customizable solution, suited to all roles (executives, managers, operators), with no-code/low-code options and seamless integration into your IT system.
6. Cost reduction: Lower your document management costs (supplies, postage, storage, archiving, transport) with a fast ROI.
7. Mobility and availability: 24/7 access to information from any device (computer, smartphone, tablet) to consult, collaborate, and e-sign, whether at the office or on the move.
8. Increased security: User profile management, access control, and secure data sharing guarantee confidentiality and compliance.
9. Improved customer satisfaction: Faster response times and optimized document management enhance the client experience and the quality of interactions.
10. Environmental commitment: Reduce your carbon footprint through digitization, remote work, e-signatures, and electronic archiving.

From project scoping to implementation, Outils Océans supports you every step of the way:

• Audit
• Technical and functional specifications
• Configuration
• Testing and validation support
• Training (project team, admins, key users, approvers…)
• Go-live assistance
• Change management
• Ongoing support and hotline

Multichannel Digitization and Capture

Multichannel capture turns unstructured documents and dispersed data into actionable information for smooth, efficient management.

DocFactory: an all-in-one digitization service that simplifies and industrializes document flow capture right through to Elise integration. Prepare, code, scan, and integrate — DocFactory handles documents individually or in bulk, regardless of device, location, input format, or source application. Includes image processing, PDF/A conversion, OCR, and XML data file reading.

ECS FormRecognizer: an AI-powered data capture service combining OCR, ICR, LID/RAD, and machine learning to classify, extract, and process key information. OCR supports 100 languages; ICR recognizes handwritten characters in 12 languages.

Web form capture: Elise integrates JotForm (for external users) and NeoForm (for Elise users) to design and deploy online forms. Data and attachments are automatically integrated into Elise. NeoForm’s no-code platform allows intuitive form creation and direct integration into workflows.

Email capture:

• Mailfeeder integrates, indexes, and classifies emails with automated workflows.
• The Outlook Add-in lets users import emails and attachments directly into Elise.

Bulk data integration: ECS DataGateway provides secure, high-availability, real-time integration.

Data migration: The EliseImport module handles large-scale imports of documents and data from legacy systems.

Data enrichment: Elise records are automatically updated with information from your internal systems.

AI-powered assistant (AI.Lise): Extracts key information and allows natural language queries within Elise. Suggests context-driven actions and responses.

Cross-Functional DMS & ECM

Why choose Elise DMS?
Our SaaS-based Elise solution offers security, performance, and flexibility to accelerate your digital transformation. By breaking silos and enabling transversal collaboration, Elise streamlines information sharing across teams and services.

Unified DMS: Centralize HR, procurement, legal, accounting, and other processes. Manage case files efficiently with version control, traceability, and simplified navigation.

Intelligent automation: AI-enhanced workflows capture, organize, and retrieve data efficiently, enabling faster and more informed decision-making.

Advanced search and faster decisions: Quickly access accurate, relevant results with AI-powered search. Accelerate validation and digital signatures through EliseFlow (integrated e-paraph workflow) and ECS YouSign (eIDAS-certified external signature).

360° visibility: Monitor processes at every stage with full traceability of access, changes, and document versions.

Mail Management (GEC)

Digital mail management is a key lever for digital transformation. Elise enables:

• Smart mailroom: intelligent inbound capture, automatic distribution, outbound management (document creation, QR codes, validation).
• Integrated contacts base: synchronize with CRM/ERP, manage multiple address books, validate postal addresses via BAN, and ensure interoperability via SCIM.
• Simplified outbound mail: send directly from Elise — physical mail, registered mail (via La Poste + Maileva), electronic distribution by email, or secure e-delivery (ERE/LRE) with real-time proof of delivery.

AI-Enhanced Document Management

AI.Lise cloud services enhance Elise by automating repetitive tasks and boosting processes with autonomous decision-making.

• Document intelligence: automatically extract key information from structured/unstructured documents.
• Document assistant: access data instantly through natural language queries.
• Auto-indexing: extract metadata and auto-fill forms.
• Auto-routing: intelligent document classification and distribution.

Collaboration & Process Management

Elise’s Business Process Management (BPM) module automates repetitive operations and orchestrates tasks across teams, ensuring agility and efficiency.
The goal: deliver the right information to the right person at the right time.

Electronic Signatures

• EliseFlow: integrated e-paraph workflow for reviewing, annotating, approving, and signing documents (individually or in bulk).
• ECS YouSign: external, eIDAS-certified electronic signature for clients, suppliers, and partners — secure and seamless.

Office Integration & Interoperability

• Outlook Add-in: capture documents, eliminate duplicates, and apply workflows without leaving your inbox.
• Word Add-in: create, edit, and annotate content directly from Word.
• Full interoperability: integrate Elise with all your systems and business apps via web services.

Data Migration Tools

• ETL gateway: connect to business repositories, transform, and enrich data.
• Elise Import/Export: automate migration from databases and file systems.
• Elise DataGateway: secure API-based integration for document flows with real-time monitoring.

Security, Compliance & Sustainability

Elise ensures secure, compliant, and sustainable content management:

• Automated rights management aligned with your organization.
• Traceability and audit for full regulatory compliance.
• Proven technical architecture that scales with your growth.
• CSR-driven design: eco-friendly software architecture reducing memory/storage usage, RGAA accessibility compliance, lifecycle-focused information governance.
• Data sovereignty: SecNumCloud and N-Cloud certified hosting, proprietary AI models, and secure SaaS infrastructure.

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