Digital transformation in document management and its benefits
The organization and security of a company's data and information is an essential factor, regardless of size or business segment. However, the large volume of information generated daily can make this task a bit difficult without the aid of digital transformation in document management.
According to Internet Source, 19.8% of working time (the equivalent of one day a work week) is wasted by employees seeking information to carry out their work efficiently.
Thus, adopting technological solutions to facilitate processes, seeking the company's digital transformation, is an alternative that contributes to reduction of physical space, agility in document consultation processes, data accessibility and also increases the level of security, especially when it comes to a GED system and digitization of documents.
How does this work in practice?
Electronic Document Management is a system that provides monitored access to a company's documents, storing the scanned files in the cloud with total security and access controls. With this system/platform, it is possible for documents to be found and viewed with a brief click. The use of a platform eliminates the risks of document loss, in addition, it provides a view of the history of movement, issuance of copies, approvals, revisions, versions, and much more. That way, everyday activities become simple and effective! For access control, responsible managers can choose collaborators who can create, edit, and view each document, so that the information is kept safe, creating detailed access profiles and listing the users who can access the information. Thus, people who have not been authorized will not be able to view or edit the confidential files. [caption id="attachment_16889" align="aligncenter” width="565"]
GED Virtuous Circle | Source: Grupo Suprema [/caption]
Attention! Scanning and scanning are not the same thing
For the company's digital transformation process to take place correctly, it is important to have a document digitization process, discarding or archiving physical documents and using only scanned documents for consultation and organization, reducing paper traffic. But beware, document digitization is not the same thing as scanning. The scanning process consists of originating an image of a physical document, that is, the paper file is duplicated in a digital format. The scan has no legal validity and the scanned file cannot be submitted to the indexing process, which makes it easier to find content by searching for keywords. Once digitized, the objective is to transform the physical file into a digital format that can be indexed by specialized software. This is because the digitization process binarily encodes the information contained on the paper. Thus, it is possible for a document management system to access the data and interpret it. Read more at: Are Digital and Digitized Document synonymous? Let's understand!
The benefits of cloud storage
Physical storage, even though it is a traditional option, puts information integrity and security at risk. There is no 100% efficient control of access to data and documents are vulnerable to wear and loss. Digital storage on computers, on the other hand, is also at risk of presenting problems, such as a problem with the hard drive and the lack of updated backups. A simple failure can trigger a lot of damage to the stored data. With the cloud storage of scanned documents, all these problems are avoided, thanks to more advanced technological protection infrastructures. With this type of service, it is possible to authenticate access to the data, which is encrypted, and to update it constantly. In the event of possible failures, the files remain intact, since they are automatically backed up by auxiliary routines to maintain information security. One of the main advantages of GED is security when storing digital documents. The system guarantees that the organization's files will be stored in a secure environment free from the digital threats that are common today. This is a very important factor, considering that data needs to be protected from malicious third parties.
Agility and Simplification of work
The way in which data is made available in the cloud directly influences the agility and efficiency of the execution of tasks. When adopting a document management system in the cloud, for example, the need to use servers may decrease, bringing savings to the business. In addition, it contributes to making the company not only Eco friendly, but also more agile and productive, since the search for a file can only last a few seconds in this system. Therefore, an electronic management solution brings cost reduction, sustainability and increased efficiency in business processes.
What does my company gain from this?
You organize your documents in one place, quickly locate the necessary information at any time, optimize your company's physical space, gain more productivity in your daily life by avoiding the circulation of paper, control, store and retrieve information in one click. With the digitization of your files and the automation of processes, it is possible to improve operational efficiency, effectiveness and customer satisfaction, reducing operating costs and increasing productivity.
If you haven't started your digital transformation yet, now is the time. To begin, assess your company's specific document management needs. Identify which processes and documents are most important to your company and which areas can benefit the most from digital transformation. Then, research the solutions available in the market to help digitize and automate document management processes. There are many tools available, but Clicksign is the only Brazilian company with the IS0 27001 certification - which guarantees the highest information security standards. Therefore, if you want to digitize your processes, as the main companies in the market do, in an applicable and legally valid manner, don't waste time and Try our platform now for 14 days free of charge, sending up to 30 documents for signature today.
