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DIGIPack

DEMATERIALISATION
CUSTOMERS
RETHINK WORK*

FACT SHEET DIGI PACK - REF DPDCL01 - Version du 19/10/2020


** Donner vie à vos idées

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2 DIGI Pack – DÉMATÉRIALISATION CLIENTS SOMMAIRE

The DIGI Pack offer 3


Digitalize the company's business processes 4
Methodology for your DIGI Pack project 6
A complete and integrated offer of services 7
and support

DIGI Pack Dematerialisation Customers 8

The solution 8
The content (Scope, Services, Software) / 9
The possible options / 9
The proposed support 9

The functional scope included 10

The service included 11


Installed software 12

The options to adapt your DIGI Pack 13


Summary (different versions 14
of your DIGI Pack)
Prerequisites for the implementation 15
of your DIGI Pack
3 DIGI Pack – DÉMATÉRIALISATION CLIENTS

The DIGI Pack offer

DIGI Pack :
THE "TURNKEY"
OFFER - ACCELERATE
YOUR DIGITAL
TRANSFORMATION
The way we work will never be the same. Change is constant and exponential. Agility,
speed, economy and customer experience are the terms that are defining the contours
of our business models today and transforming them. Companies must become more a
gile, connected, innovative and efficient by being able to manage, analyze and process
information in real time.

Konica Minolta, a recognized player in the The way we work will never be the same. Change is
digital transformation market, understands constant and exponential. Agility, speed, economy and
this and has been developing solutions and customer experience are the terms that are defining the
services for many years that enable its contours of our business models today and transforming
customers to accelerate the transformation of them. Companies must become more agile, connected,
their business processes and adapt to market innovative and efficient by being able to manage,
changes. analyze and process information in real time.

DIGI Pack integrates, as standard and


in a unique and adaptable product, all
the essential services with a single
objective: an efficient use in
accordance with the needs of the
organization's processes.
4 DIGI Pack – DÉMATÉRIALISATION CLIENTS

The Digi Pack offer

THE DIGITALISATION OF YOUR


BUSINESS PROCESSES:
AN ADDED VALUE TO
OPTIMIZE THE DEVELOPMENT
OF YOUR COMPANYE
Business Processes

Windows filing

Document Management / File Sharing

Dematerialisation of pay slips

Dematerialisation of customer invoices

Dematerialisation of supplier invoices

Incoming mail and email management

Dematerialisation of forms

Customer relationship portal

Archiving for evidential purposes

indexing search

validation

classification co-editing sharing

securing archiving Productivity gains E


conimies
5 DIGI Pack – DÉMATÉRIALISATION CLIENTS

The Digi Pack offer

DIGI Pack DIGI Pack DIGI Pack


CAPTURE EXTRANET CONTENT
Simplify the scanning and filing
MANAGEMENT
of your paper documents in Optimize your daily document
Simplify information sharing
Windows with the application management and promote
inside and outside the enterprise
integrated in your Konica Minolta collaborative work within and
by creating secure workspaces.
MFP. between your various departments.

administrative customers
management

general
services Suppliers

sales customer
department accounting
supplier
accounting
HR
department

DIGI Pack DIGI Pack DIGI Pack


HR DEMATERIALISATION DEMATERIALISATION
DEMATERIALISATION CUSTOMERS SUPPLIERS
Simplify the processing of your
Digitalize the management of all
Communicate your sales invoices purchase invoices by automating the
your HR processes (pay slips,
to your customers in digital format entry, validation, archiving and
employee files, forms, etc.).
in a simple and automated wa accounting integration phases.
6 DIGI Pack – DÉMATÉRIALISATION CLIENTS

The Digi Pack offer

METHODOLOGY
FOR THE REALISATION OF YOUR
DIGI PACK PROJECT
The implementation of a DIGI Pack project begins with the commercial phase during which Konica
Minolta's sales and delivery teams work together to "Analyze and Qualify" your needs, "Frame
and Plan" the projects and propose offers that meet our customers' expectations.
The service continues with the delivery phases to "Build and Deploy" the solution and "Train and
Close" the production with the training of the users and the transfer of skills to the administrators.

4 n Skills Transfer 1 n Analysis of your needs

n User Training n Drafting of the qualification form


n Signing of the installation report and training n Identification of the project actors
n Closing of the project n Validation of the solutions

4 1
Form Analyze
and Close Qualify

3 2
Building Frame and
and plan
deploying

3 n Realization of the workshops


3 n Choice of the offer

n Validation of the specifications file n Preparation and validation of the commercial

n Installation and configuration of your solution proposal

n Acceptance n Initialization and planning of your project


7 DIGI Pack – DÉMATÉRIALISATION CLIENTS

The Digi Pack offer

A COMPLETE AND
INTEGRATED
RANGE OF SERVICES
AND SUPPORT
RETHINK WORK*

The most powerful software solution will A "Turnkey" offer


never reveal its full potential if it is not In addition to the software components, DIGI
accompanied by all the services to offer its Pack includes all the services and documents
user a perfect match with its objectives. required for successful project implementation.
Konica Minolta supports the company step by
step, from the formalization of its objectives to
The objective is always the same: to the suitability and proper functioning of the new
make your organization more efficient, digital solution: scoping, installation,
more serene with the most optimal parameterization, acceptance, production
operating cost. start-up, transfer of skills and/or training.

THE DIGI PACK SERVICE IS DIVIDED INTO 3 STEPS:

Functional Installation of the solution: Technical and Functional


The Konica Minolta Consultant will Acceptance, Training and
specifications: Study
install and configure the solution for Go-Live: During this stage, Konica
stage allowing to produce the
document management, as described Minolta's consultant validates with the
functional and technical
in the specifications produced in the customer that the solution works as d
specifications of the project.
previous phase. efined in the specifications.

Deliverable: Detailed Deliverable: Deliverable :


Functional Installation Acceptance Booklet
Specifications Procedure

Project Management: A Konica Minolta Project Manager is responsible for monitoring the progress of the project,
ensuring the implementation of a solution that meets the customer's needs, the cross-functional work of all
stakeholders, and the communication between the delivery team, the sales team and the customer
8 DIGI Pack – DÉMATÉRIALISATION CLIENTS

DIGI Pack Customer dematerialisation

DIGI Pack
Customer
dematerialisation
Communicate your sales invoices to your
customers in digital format, in a simple and
automated way, while respecting the legislation in
force.

THE SOLUTION
1. Send invoices to your customers directly from your
BENEFITS business management software (Sage, Cegid, EBP,
Divalto, SAP, ...).
- Eliminate time wasted printing,
distributing and archiving your sales in 2. Centralize and exchange your documents in a
secure cloud portal customized to your company's
voices charter.
- Reduce the cost of managing your
customer invoices by 70% 3. Automate the distribution of invoices to your public
- Generate automatic reminders to sector customers thanks to the Chorus Pro portal
connector.
your customers who have not yet paid
their invoices Ensure your compliance with current French legislati
- Solution certified NF Digital Safe on by implementing an electronic signature,
Component Software by AFNOR (NF time-stamping and storage of your documents within
a Digital Safe component certified NF Software (AFN
Z42-020 standard)
OR).

LES AVANTAGES Consolidate your Reliable Audit Trail by setting up
controls to ensure the chronology and evidential
value of documents linked to the act of sale (from the
order form to the proof of payment).
Save of Réduce Follow-up Solution
time Costs customers Certified
automatic NF
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DIGI Pack Customer dematerialisation

The CONTENT
THE FUNCTIONAL PERIMETER INCLUDED

- 2 document flows
- 2 days of "technical-functional" workshops to refine the details of the solution
- 10 classification rules* to classify documents corresponding to the 2 document flows in the EDM portal
- 3 Workflows (linear or conditional) corresponding to the 2 document flows
- 5 templates* for packages with ERP Manager *at most

THE SERVICE INCLUDED THE SOFTWARE(S) TO BE INSTALLED


project management
- Functional Specifications - Open Bee Scan XE or KOMI Scan
- Installation of the Solution - Conversion OCR, Word, Excel, PDF/A
- Technical and functional acceptance - API (webservices)
- Transfer of skills - Doc Office Manager ou KOMI Doc Office Manager
- Production start-up - Open Bee Portal or KOMI Doc
- Follow-up by Konica Minolta Project Manager
- Open Bee Sync or KOMI Sync
- Open Bee Mobile or KOMI Doc Mobile
- ERP Manager (installed "On Premise")
- Secure storage space
Solutions in "On Premise" or "SaaS" mode

Possible options
(See details of options on page 13)

Options Description
Functional Options Options available to adapt your DIGI Pack to different business processes.

Service Options Options are available to adapt the functional scope of your DIGI Pack to your particular
needs such as adding validation circuits or ranking rules.
Accesories Options Options are available to expand the scope of use of your DIGI Pack to meet your specific
needs, such as adding more users or additional storage space.

THE PROPOSED SUPPORT


Konica Minolta offers additional support packages based on a defined duration and number of days. The packages
include additional sessions for skills transfer, training, change management support, or to respond to an evolution
of the initially purchased DIGI Pack according to a defined scope. It is possible to establish an agreement to
finance the training with OPCO.

4 solutions packs for more serene users


BRONZE SILVER GOLD PLATINUM
Support package Support package Support package Support package
5 days* 10 days* 15 days* 20 days*

*The days can be used during the year and can be planned according to the client's availability and with a number of parti
cipants to be defined.
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DIGI Pack Customer dematerialisation

THE FUNCTIONAL PERIMETER INCLUDED

Document flow classification rule

The document flow is the flow by which a document A classification rule is a set of data composed of fixed
transits between different departments or different values and variables whose purpose is to set up the
people through the predefined stages for a transaction, parameters that will allow a document to be indexed
sub-process or activity. It is the basis for defining the and classified by itself in the DMS.
functional scope included in the DIGI Pack. We find for example the type of document concerned,
> A document flow is often associated with a type of the tree structure in which it will be assified, the
document (Case 1) name it will have to bear, the indexes (or metadata)
> Several types of documents can have the same which will accompany the document and which will
document flow (Case 2) allow to facilitate its classification but also its research,
> A type of document can have several document flows etc.
(Case 3)
Workflow
Document flow Type of document Document template
he workflow describes the validation circuit, the tasks to
Case 1 Customer invoicing Customer invoice Customer invoice
be accomplished between the different actors of a
Training Registration Customer invoicing
Case 2 Training certificate
process, the deadlines, the validation modes, and
Training invoice Training invoice provides each actor with the necessary information to
Supplier invoive perform his task.
Case 3 Supplier invoicing Training invoice
Training Supplier invoice
A linear workflow is a workflow in which access to each
A document flow can be confused with a workflow, but a task depends only on the validation of the previous task.
workflow is a validation circuit, whereas a document flow
can encompass this notion of validation and associate it A conditional workflow is a workflow in which access to
with distribution, for example. The document flow is a certain tasks is conditioned by one or more parameters
more macroscopic vision than the workflow, but can in
specific cases be reduced to a simple workflow.
"Types" and "Models" of documents
Examples of Ducumentary Flows for "Customer Dematerialisation"
ACTIVITY OR PROCESS : CUSTOMER RELATIONSHIP The document type is a set of data grouped in a
Customer Invoice flow with
document type :
Flow Managmeent of functional notion (example: invoice). It can be in different
deliveries including document
> Customer invoice type : formats, for example: PDF file. The document model is a
> Customer credit note > Delivery note
> Mail
template formalized to receive data entered either by a
> Return slip
Customer order management
flow with document type : > Pro forma invoice user or automatically (example 1: a form to be
> Internally validated purchase order > Single customs authorization completed, or example 2: EDF or Orange invoices).
issued by the customer
> Administrative document
> Purchase order issued by the
supplier
> Quotation issued by the supplier

DOCUMENT FLOWS FILING RULES WORKFLOW DOCUMENT TEMPLATES

The setting of "2 The setting of "10 filing The configuration of The setting of
document flows" is rules" is included in this "3 workflows (linear or "5 document templates"
included in this DIGI DIGI Pack (at most) conditional)" is included is included in this DIGI Pa
Pack in included in this DIGI ck (maximum)
Pack (at most)
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DIGI Pack Customer dematerialisation

THE SERVICE INCLUDED


Functional Specifications Installation of the solution

Study stage which will produce the functional and technical The Konica Minolta Consultant will install and configure the
specifications of the project. The functional specifications document management solution as described in the
will consist of transforming the specifications into a detailed specifications produced in the previous phase.
description.
Functional" workshops
The Functional Consultant will organise workshops,
Technical and functional acceptance,
meetings that aim to collect the client's needs and define the Training and production start-up
solution's operating mode. The workshops will be organised
by document flow.
Technical acceptance
This is the stage during which the Konica Minolta MCS
Ideally, a few key users (or future key users) of the new
Solution Consultant validates with the customer that the
solution should be brought together. They describe the
solution works as defined in the specification
current and ideal functioning. The Functional Consultant will
always start from the current operation in order to be as
Skills transfer
close as possible to the business needs and to have a
Following the technical and functional acceptance, the
better adhesion of the users. The ideal operation will allow
Konica Minolta Consultant will transfer the skills or training
to put forward the functionalities of the solution, as well as
to the concerned users. This is an essential step and an
the simplification and the working methods that it brings.
optimal training guarantees a daily use that takes
The Functional Consultant will put forward the best practices
advantage of all the potentialities of the new solution.
to ensure the sustainability of the new solution.

Production start-up
At the end of this workshop, the information required to draw
Following the customer's approval of the user training and
up the detailed specifications must be obtained, such as the
the proper functioning of the solution, Konica Minolta will
document typology, the associated metadata, the
commission the solution, opening access to all relevant
classification rules, the workflows and their detailed
users.
operation, the management of rights, etc.

Project Management
The project is monitored and progressed by a Konica Minolta Project Manager whose main objectives
are to :
- To ensure the smooth running of the project from start to finish.
- To ensure the implementation of a solution in accordance with the customer's needs
- Ensuring the cross-functional work of all stakeholders
- Ensure communication between the delivery team, the business and the customer

FUNCTIONAL SPECIFICATION PHASE INSTALLATION PHASE ACCEPTANCE PHASE


WORKSHOPS

« 2 jours d’atelier The drafting of a The drafting of an The drafting of a


fonctionnel » sont "Detailed Functional "Installation Procedure" "Recipe Book" is
inclus dans ce Specification Booklet" is included in this included in this
DIGI Pack is included in this DIGI Pack DIGI Pack.
DIGI Pack
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DIGI Pack Customer dematerialisation

THE INSTALLED SOFTWARE(S)


1. Open Bee Scan XE or KOMI Scan 5. Open Bee Sync or KOMI Sync
- Allows the automatic filing, archiving and reading of - Allows you to synchronise and file your
your paper documents scanned with your scanner or documents between your computer and your online
multifunctional printing system. workspace Open Bee™ Portal.
- Once scanned, the original paper documents are - Thanks to automatic or manual synchronizations,
dynamically captured by Open Bee™ Scan XE and your documents will be saved remotely in order to
displayed on the screen. All you have to do is enter - optimize your work to the maximum. They will thus
manually or via drop-down lists - indexes related to the be editable on the train, on the plane, at the office or
document (keywords, such as a date). even at the hotel and instantly updated on all your
2. OCR, Word, Excel, PDF/A conversion devices (computer, smartphone, tablet ...).
- Allows the extraction of text from documents to - Also allows you to connect your scanning
allow a full-text search. solution to your online workspace Open Bee™ Portal
- Allows conversion of scanned documents : to file your scanned paper documents.
- to Word and Excel formats (editable documents) 6. Open Bee Mobile or KOMI Doc Mobile
- to PDF/A format (unalterable PDF) - Allows you to access your Electronic Document
3. Doc Office Manager or KOMI Doc Office Management (EDM) platform, via your mobile
Manager terminal.
- Allows you to dynamically file all your MS Office 7. API (webservices)
documents (Word, Excel, PowerPoint) and emails - Web services APIs are provided by Open Bee to
(Outlook) directly from your Microsoft application to the allow third party software applications to interface with
Open Bee Portal Open Bee modules.
4. Open Bee™ Portal or KOMI Doc 8. ERP Manager (installed "On Premise")
- Easy to use and powerful, the Open Bee EDM - Allows you to file documents in the Electronic
solution allows you to organise the filing, searching and Document Management (EDM) platform directly from
sharing of all types of files between your different your business software, ERP, CRM or Sales
collaborators and partners. Management as well as to access customer files
- Allows to federate, through a single interface and a archived in Open Bee Portal directly from your ERP
single infrastructure, all information and documents of interface.
the company. 9. Secure storage space
- Designed to store, index thousands of documents of - Allows you to store data and share sensitive
paper and electronic origin, Open Bee™ Portal offers a information with employees and business contacts
simple and fast access to the company's information. (customers, partners, etc.) in a secure environment.

SCANNING DOCUMENT MANAGEMENT PROCESSING STORAGE SPACE

The number of licenses "On


1 Open Bee Scan 1 ERP Manager license
Premise" or "SaaS" of Doc The storage space
license or KOMI Scan and 1 Secure Storage
Office Manager and Open available for the KOMI
and 1 OpenAPI license Bee Sync is equal to the Space License Secure
Storage Area are Doc is 10 times the
are included in this number of users of the
included in this number of users of the
DIGI Pack DIGI Pack version
DIGI Pack version of the DIGI Pack
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DIGI Pack Customer dematerialisation

OPTIONS TO ADAPT YOUR DIGI PACK


To address the most specific needs of your organisation.

"Functional" Options Description


Intelligent scanning Allows for easy indexing of scanned documents and papers and filing them in a Windows directory.
Chorus Pro
Allows suppliers of a public entity to retrieve and issue invoices to its customers in electronic
format via the Chorus Pro platform, as required by the regulation of 1 January 2017.

eMail management Enables the automatic retrieval and filing of emails and attachments in the EDM online works
pace.
Dematerialisation of Allows to define and add 5 dematerialised forms to be completed on PC or tablet. Forms allow
forms users to interact with a document through questions. When a form is completed by a user, a
document is created, filed and archived in the EDM.

Document Life Cycle Allows users to benefit from document lifecycle management. Note: the "Document Life Cycle
Management Management" module is available from version 6.11.12 of KOMI Doc or Open Bee Portal.

"Benefits" options Description


Document Flow Allows you to define and add 1 additional document flow to the originally purchased DIGI Pack.
Filing Rules Allows you to define and add 10 additional filing rules to the initially purchased DIGI Pack.
Workflow Allows you to define and add 3 additional linear or conditional document validation circuits to the
DIGI Pack initially purchased.
Data migration or update Allows to migrate all data from the existing EDM solution or from another storage medium to the
of an existing version new EDM portal of the DIGI Pack, or allows to perform an upgrade for a customer already
equipped with an EDM portal of the Open Bee solution.
Archiving with evidential value Allows to define and implement archiving with probative value.
Editing of dashboards Allows to benefit from the edition of dashboards with the "Analytics" module. Note: the
"Analytics" module is available from version 6.11.2 of KOMI Doc or Open Bee Portal.
Electronic signature of d Enables the "Electronic signature" module to be implemented in order to be able to sign
ocuments documents electronically with a legal value similar, by analogy, to the handwritten signature
of a document. Available only from version 6.11.3 of KOMI Doc or Open Bee Portal.

"Accessories" options Description


Additional Users Allows to add additional users to the DIGI Pack (KOMI Doc or Open Bee Portal).

Additional Storage Space Allows you to add additional space in GB to the DIGI Pack (KOMI Doc).
Guest Pack Allows you to add guest users to the DIGI Pack (KOMI Doc or Open Bee Portal).

Installation of an EPSON Allows scanning with an EPSON scanner supplied and installed by Konica Minolta.
Scanner
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DIGI Pack Customer dematerialisation

SUMMARY OF THE
DIFFERENT VERSIONS OF
YOUR DIGI PACK
The DIGI Pack "Customer Dematerialisation" is a solution from the DIGI Pack offer that
allows you to centralise customer documents in an EDM portal with a validation process
and the automatic integration of documents from the ERP.
It is available according to 3 criteria:

1 Depending on the type of hosting :


- "On Premise" * mode
- In "SaaS" ** mode

2 Depending on the number of users:


- STANDARD for 5 users
- ADVANCED for 10 users
- EXPERT for 20 users
- PREMIUM for 50 users

3 Depending on the duration of the


maintenance software
36
months maintenance*** :
- 36 months
- 60 months

* In this version, the DIGI Pack EDM Portal and ERP Manager are installed in your infrastructure / on your servers and under your responsibility.

** In this version, the DIGI Pack EDM Portal is accessible via the Internet with the connection at the customer's expense. The ERP Manager is installed in your
infrastructure / on your servers and under your responsibility.

*** Beyond the initial contractual period :


- In "SaaS" Mode: The corresponding monthly rent of the DIGI Pack including the editor's software maintenance will be tacitly renewed by periods of 12 months
and invoiced monthly.
- In "On Premise" Mode: Publisher software maintenance will be renewed annually and invoiced in arrears on the basis of 15% of the amount of the DIGI Pack
acquired.
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DIGI Pack Customer dematerialisation

PREREQUISITES FOR THE IMPLEMENTATION


OF YOUR DIGI PACK

Open Bee Scan XE or KOMI Scan Open Bee™ Portal


Minimum workstation configuration Minimum workstation requirements
The speed of execution of Open Bee™ Scan XE depends on A machine dedicated to Open Bee™ Portal operation is
the power of the workstation on which the software is installed, required and Open Bee™ only supports 64-bit operating
the memory the quality of the network signal and the occupation systems.
of the server.
- Recent server processor (example: Intel Xeon E5 v3). 4 cores
- Intel® Core™ 2 Duo processor or higher (Intel® I5 processor
or vCPU minimum.
recommended)
- Microsoft® Windows® 2012 R2 or 2016 Server 64-bit or
- Microsoft® Windows® 7 (64-bit professional versions),
Windows Server 2019 64-bit (with the latest updates and
Microsoft® Windows® 8.1 (64-bit professional versions),
Microsoft® Windows® 10 Pro, 2008, 2008 R2, 2012, 2016 service pack)
Server - SSD or SAS performance disk
- 4GB RAM minimum - 8GB RAM minimum
- 900 MB of available disk space (variable depending on the - 50GB of available disk space (variable depending on the
volume of documents to be archived) volume of documents to be archived).
- To use the bEST Open API Manager plugin, your MFP must - MySQL, Apache and RabbitMQ services are required for
Have at least Open API version 3.1 installed. Open Bee™ Portal
Ports 50001 and 8001 must be open and free. Link to the editor's website :
- Using Open Bee™ Scan XE requires the use of a local local
administrator account. Open Bee™ Portal /Hardware and software requirements

Link to the editor's website :


Open Bee™ Scan XE/Hardware and software requirements
ERP Manager
Minimum workstation requirements
Doc Office Manager or KOMI Doc Office Manager - Processor: Intel® Core™ 2 Duo or higher (Intel® I5
Minimum workstation requirements processor recommended)
- Intel® Core™ 2 Duo processor or higher (Intel® I5 - Operating system: Microsoft® Windows® 7 SP1 (32-bit and
processor recommended) 64-bit professional versions), Microsoft® Windows® 8.1
- Microsoft® Windows® 7 (32- and 64-bit professional (32-bit and 64-bit professional versions), Microsoft®
versions), Microsoft® Windows® 8 (32- and 64-bit Windows® 10, Microsoft® Windows® Server 2008 R2, 2012,
2012 R2, 2016
professional versions), Microsoft® Windows®10 Pro,
- Available disk space: 1 GB
Microsoft® Windows® 2008 or 2012 Server
- Random Access Memory (RAM): 2 GB
- Microsoft Office 2007, Microsoft Office 2010, Microsoft - Software: Microsoft® Framework .Net 4.7
Office 2013 or Microsoft Office 2016 or Microsoft Office 365
installed on the workstation Lien vers le site de l’éditeur :
- Microsoft® Framework .Net 4.6 Open Bee™ ERP manager/ Hardware and software requirements
- 1GB of RAM
- 200 MB of available disk space
Lien vers le site de l’éditeur :
Open Bee™ Doc Office Manager / Hardware and software requirements

Konica Minolta's terms and conditions are available at :


https://www.konicaminolta.fr
These specify the conditions applicable to the deployment and supply of the DIGI Pack
DIGIPack :
A GLOBAL AND CERTIFIED
AND CERTIFIED
DIGITISATION SOLUTION

specifications installation recipe project


management

For more information,


contact your Konica Business Solutions France partner:
DIGI Pack by Konica Minolta is a
turnkey offering that combines all
software and services in a single
package to ensure the successful
implementation of your digital
transformation.

Konica Minolta Business Solutions France


10/2020

365-367 route de Saint-Germain 78424 Carrières-sur-Seine Cedex - www.konicaminolta.fr


S.A.S au capital de 46.290.375 € - RCS Versailles B302 695 614

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