And quite often there is much to be gained from improving processes without going digital. However, it is my observation that organisations wed to their mainframe and hardcopy ways are also unconsciously unaware of the possibilities that come with entering the digital age.
This was brought home to me by the Chief Information Officer CIO of a client who developed proof-of-concept workshops with a potential vendor before developing a statement of requirements.
The major purpose of the workshops was for user representatives to see what was possible and not have their view of the world restricted to simply an extension of what was currently possible with their green and black screen processes. It was the only way that he could get line-of-business representatives to think broadly enough to ensure the solution sought would avoid spending a lot of money replacing the old system with only minor improvements in productivity, quality and risk reduction.
It is appropriate for me at this stage to define what I mean by digitisation. In the context of this article, I mean digitisation being the projects and processes required to increasingly manage information in digital form, whether that information was born digital e. The key tactical benefit of digitisation is to improve the efficiency of core business processes — a benefit that comes through exploiting the tactical advantages offered by digitisation.
Capturing documents and data at the point of origin or receipt into an organisation allows for many tactical advantages including but not limited to:. The source of these advantages include the following digitisation initiatives, processes, and activities:.
To a person without records and information management experience, these advantages may not seem to be truly relevant to a business. They may not seem to deliver real benefits — financial benefits. However, that could not be further from the truth. The advantages of digitisation can be made to deliver clear, unequivocal financial benefits.
Simple examples I have seen include:. Whilst each of the tactical benefits of digitisation are important, the context for discussing digitisation in the C-suite should be strategic.
Digitisation offers many strategic benefits, one or more of which may accelerate the implementation of a corporate strategy or increase the depth of returns that implementing the corporate strategy brings. The issue which gets the headlines and the money invested in it for now is the concept of big data.
Big data tends to steal the limelight of the strategic benefits of digitisation and for many organisations provides a clear strategic benefit. Not all organisations have the volume of relevant data that enables them to gain the particular benefits of big data.
A business can assign an internal Records Management team to do so or even hire a RMS Vendor for a much professional and time-saving execution. This is much crucial than it might sound. An enterprise must identify the physical records that need to be digitized. They must first be sorted by various departments. For instance, Legal, HR, Finances, etc. Then, the different documents must be segregated under different categories as per the date, importance, etc.
Before your team can begin scanning the records, they must be clean-No binding, paper clips, pins, or reminder notes on their surface must be present. While your team can undertake this step with ease, a professional Records Digitization Service vendor will save a lot of time. Scanning is the key part of the digitization process. Nowadays, there are many apps and software available for scanning the documents.
Making sure that they can get their important documents scanned can allow them to be a lot safer. It was interesting to learn about how they can access records instantly and can be shared using emails in order to save natural resources. Go Back to what you were reading. Share :. Digital record-keeping can be easy, but what about your paper documents and records?
Easy accessibility of data improves the data flow within the organization, resulting in enhanced productivity. Cost Reduction: Digitization of documents enables an enterprise to get rid of physical documents that consume various resources such as office space, security personnel, and decay-free environment. Once the data is digitized we can optimize these resources for cost reduction.
Data Security: As the documents are digitized, the access to digital data is easy to define. You might have to scramble to replace the record, or spend time finding it. Worse, the record may be irreplaceable, which could cost your organization even more.
Even if you only have a few physical documents with important information on them, losing them can cost you thousands of dollars.
Is keeping them only in physical form worth the risk? Factor in the financial cost of employee time and the effort to recover from a disaster that affects physical records and the cost savings are clear. Dealing with physical documents slows down your team. Maybe the time it takes to process a records request for your organization averages around 30 minutes, since your employee has to physically move from records storage to the scanner, provide the records to a customer, and then back to records storage.
Plus, doing everything by hand makes the process prone to human error. Your delivery is only as fast and accurate as your employee is. By choosing digital solutions for your microfilm, you could cut down the record retrieval process to around 5 minutes. Everything is stored in an easy-to-find place. Accessing each file is instantaneous. You free up your employees to do more important things than managing tedious physical archives.
Disaster can strike at any time.
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