What Digital Document Transformation Means for Your Business

Digital Document transformation for efficiency, security and remote access


Digital transformation is a 2020 necessity. Digital transformation affects every area of business, with productivity benefits from staff workflow and customer engagement, to access for dispersed teams and assured auditable compliance, centred on your documents.

As your business evolves, your document management must evolve too.

Why does digital transformation matter?

Digital transformation is today’s business imperative. While the commercial world has been digitising steadily in recent years, the events of 2020 have created a need for speed. Your organisation is going to digitise more and more, especially if you are moving more assets to the Cloud.

Digital transformation can change your business radically. It can drive business growth, improve efficiency among your employees, and provide a safeguard during times of business interruption.

Digital transformation requires planning across a range of factors.

Jürgen Meffert, co-author of Digital @ Scale, explains some issues surrounding a move to digital in a McKinsey article on digital transformation:

“The first issue is clarity. What does digital mean for you in your industry and for your company specifically? The second is urgency. And that’s a difficult one for many to understand if a company is still performing well. Why should they change? The third is planning. What’s an appropriate plan to do this at scale? Fourth, and this is probably my most important one, is recognition of your current company setup and how to change it to adapt to the new environment.”

During 2020, Meffert’s second issue, the “urgency” for transformation, has become obvious to any business that has struggled to run efficiently, securely and compliantly during a time of severe business disruption.

Meffert’s observations should also be taken into account when considering the transformation of your organisation’s documents.

What digital transformation means for your documents

The biggest driving factor for the digital transformation of documents is the ability to access them anywhere. As organisations grow, add locations, add employees, or restructure operations to facilitate more remote or home workers, you need a way for them to be able to be able to work collaboratively on documents.

A digital plan may begin with scanning paper documents as digital documents, or indexing electronic documents. However, the core objective is to store documents to make them available – or the relevant parts of the documents – to everyone who needs them.

Shared drives can seem like a quick fix to store your digital documents. However, shared drives are not maintained and turn into digital graveyards in which no one can find anything, and access is an issue for employees in remote locations.

Digital transformation for workflows and automation

To be effective, your business needs a more sophisticated and robust system for storing documents; one that scales multiple locations and gives you secure access to documents anywhere, anytime.

Digital transformation facilitates automation that embeds preferred workflows in your business processes and generates maximum operational efficiency. There is more to digital transformation than digitising paper documents; transformation provides an opportunity to plan routes for your electronic documents as well.

Most of the documents you receive today are likely to electronic in origin. You can use digital transformation to add automation for capturing documents, to eliminate time-consuming manual processes and unnecessary admin.

Automating data capture will release staff to work on higher value tasks and projects.

How urgent is the need for digital transformation?

Digital transformation could make a huge difference to your document management, but how urgent is the need for transformation?

That depends on your company. How far have discussions progressed regarding a digital strategy? What is your thinking today and has it changed in light of the impact that a locked down world had on your ability to conduct ‘business as usual’?

If you’ve incorporated digital processes in any other areas of your company, digital document transformation is an obvious next step.

If you are considering digital transformation for the first time, your documents provide an ideal gateway project to start to reap the benefits of secure centralised data, automated workflows and remote access.

Plan digital to accommodate past and future practises

Once you’ve determined the urgency for digital transformation, you can plan to restructure your document processing, in ways that incorporate historical documents and accommodate workflows that you’d like to introduce in future.

Document Logistix’ flagship product, Document Manager, enables you to prioritise the activities required to improve the performance of your business from the moment it’s implemented.

If you are currently tied to a large quantity of paper-based records, or, like many businesses, have electronic documents stored in multiple locations, Document Logistix can help you to index your documents to one central location, in a relatively short amount of time.

A centralised document solution will provide you not only with productivity benefits but also important governance benefits, such as the ability to demonstrate regulatory compliance and to produce time-stamped user activity reports to satisfy any auditor.

As Document Manager is modular, you will also be able to roll-out the most beneficial functions of digitisation over a period of time that suits your organisation, so that change is controlled and manageable.

Choosing a digital environment

Document Logistix will help you to analyse and determine the most suitable digital environment for your documents, which could be mixed, blending Cloud, on-premise, and off-premise locations.

When planning your digital transformation for documents, your digital readiness will be a factor in your decision making. If you are transitioning to the Cloud, digital transformation might be the ideal time to store your documents in the Cloud. If you’re storing most records on-premise, your digital transformation should factor that in as well.

Regardless of the environment chosen, today, you will certainly want to include the capability for secure remote access for all stakeholders as a key part of your business continuity strategy.

Digitally transform your documents

Take advantage of Document Logistix’ twenty years of experience working with every type and size of organisation in every industry sector. Let us guide you on your path to digital transformation, if you are a newcomer to digital strategy, or help you to expand the digital capabilities you have in place today in order to build greater flexibility into your systems for better performance in the future.
Digital document transformation

Here are some of the digital document transformation benefits of working with Document Manager:

  • Index electronic and paper records to a secure central hub
  • Enable access for all, with prescribed access levels
  • Instant document search and retrieval
  • Automated workflow checkpoints from input to finalisation
  • Workflow visibility and staff collaboration
  • Assured security and built-in compliance
  • Real-time management reports

DOCUMENT MANAGER PRODUCT OF THE YEAR

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Department Head Case study

After selecting DM for better digital storage and retrieval, FirstPort saw the extra benefits, which were subsequently rolled out throughout the business and even to partners and customers.

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