Digitization Of Documents: A Business Investment Decision With A Future

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Published: 19th November 2016
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To digitize or not to digitize? This is the concern. Perhaps, since long ago, many companies have been asking their selves the exact same question without finding a correct answer; and this is precisely the passing of time that is working opposite to those individuals. After all, during this long time period of skepticism, the heap of documents continues to multiply. Jorge Lopez, Vice President and famous analyst of Gartner Group, attempted to answer the issue on the CIO & IT Executive Summit 2013, which happened in September 2013, in Mexico City. He mentioned that "the solution to finding an outstanding position in the marketplace through technologies is to be aware about the certainty that digitization isn't just a thing temporary, but a phenomena that's modifying the future".

Out of this new point of view, the living cycle of a document has evolved. Now, the document stages comprise: production, capturing, storage, management and circulation. Similarly, the obstacles, better known as benefits that a company is experiencing when applying digitization processes can be summarized as given underneath: cost reducing, productivity and basic safety increase, and green technology.

In an organization, cost saving is entirely relevant to the digitization of their business docs. To underline this announcement, we might consider as the reference the "Study about document digitization and the cost of paper conservation", conducted by the European Union, Andersen Consulting and Gartner Group. This particular report signifies that storing a document in a regular paper file costs 6.53 Euros; and a company will be saving around 10.53 Euros for every document that isn't physically saved. Additionally, the average price of the area necessary to store conventional files is of 11,000 Euros, opposite to 114 Euros if files are recorded a digital format.

Conversely, the surge in work productivity levels is pointed out in a study carried out by AIIM European union 2009 (the Global Community of Information Professionals), in which they mention that greater than 15% of any office's space or room is destined to paper file cabinetry. This room or space and rather chaotic file organization systems are often the reasons why it takes the average of fifty minutes everyday for a worker to search for and discover paper files. The information established by these statistics may definitely produce a poor corporate image, loss in credibility, and also incorrect business decisions.

As regards to safety, it's usually not better to scan all the documents. Every enterprise should determine that which might be the most significant business files and these must be scanned. Generally these are the latest, active, oldest and damaged docs.

With many document management systems, one or more employees may approach a digitized document all at once, but just endorsed persons can access a digitized file. In other words, safety is guaranteed, due to specific access authorizations and because document contents could be submitted in total or in parts, by e mail or any other electronic mechanism, without the need of sending physical copies or having to wait for the docs to be attained.

An office that conserves paper is truly a green office which respects the atmosphere. According to a research performed by Telefónica, one of largest private telecommunications companies on this planet, a worker utilizes an average of 10,000 sheets of paper yearly. If this amount is multiplied with the number of workers in an enterprise, the result will be outrageous.

The Legal Gap

One of several factors is limiting prevalent utilization of electronic documents is truly the legal gap about the process. For example, inside the European Union there is modest clear legislation on the legal validity of electronic docs, though large attempts are made in the last ten years. Do you know why it is so tough to apply appropriate legislation about electronic documentation in European union? Since each EU member nation needs to translate the corresponding European directive towards a country wide law; and freshly released directives are clear about the purpose and not so regarding the means to get to this motive.

Moreover, there is a scarcity of homogenization amongst the distinct states of EU. For instance, in Belgium, Spain, France and Holland, there is no clear legislation concerning the destruction of initial physical docs, whilst in Germany and Italy you will find certain guidelines dealing with this issue. A particular predicament is that of United Kingdom, where organizations are destroying their primary paper docs merely because of the ambiguity of British law. They've no clear law controlling the practice.

As may be believed, the safekeeping duration of original papers' docs isn't governed in any general way either, and each country defines the associated authority that must determine document safe-keeping times. Being a fascinated truth, in Switzerland, for example, docs concerning property must be preserved approximately 20 and 25 year time.

The legal gap is direct proof of lack of legal homogeneity, both at an international and national scale. Finally, it's not reasonable that, on one side, legal system regulates electronic digitization and filing, and alternatively, destruction of the original docs isn't granted. This condition is neither productive nor long lasting. The relating officers should act for the matter and evolve along with technology, as a way to ensure successful electronic business interaction between industries and consumers.

Documentary Solutions for Every Taste and Budget

There is not any way out that is working for every person. There are many document systems that contain digitization, storage, retrieval and management of business docs as a comprehensive portion of the solution and there are several other systems focusing on document digitization. Specialized apps might be the perfect choice for organizations that desire to digitize large volumes of files, but that don't need a complex document management system. On the other hand, in case an organization likes to include a document management system in its document development and generation operations and, because of this, would need more control then modular or in-depth document management solutions are the most suitable choice.

While ever before, comprehensive solutions were costly, at the moment, numerous document management software vendors have lowered their price tags, basically because document management is progressively common and to be able to offer the numerous advantages of document management - formerly solitary within scope of major companies - to small businesses.


André Klein
Freelance Consultant for DocPath
http://www.docpath.com
A step ahead in document software

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