Digital Document Management:
The second step towards Digital Transformation
For most organizations, digital transformation is about converting physical documents into digital ones. In reality, this is just the very first step towards digital transformation, which is a long but fruitful journey ahead with immense results. Let's see a real-life example so you can understand why digitizing documents is not even close to the finish line of this process.
- Let's say you did get your documents scanned and turned into PDF, but now you are experiencing some difficulties regarding their secure storage, adhering to privacy regulations like GDPR or access right protect business critical information.
- You have trouble finding the right sections in your documents or even finding just the right document you are actually looking for.
- It takes time to find the last version of document and select all documents to related to one case
- You have issues with data conversion. As everything is just a plain PDF, you have a hard time converting the information into Excel spreadsheets or other data formats for better reviewing and further utilization.
Sounds familiar?
If you just recently stepped on the path of digital transformation, maybe this is the state you are struggling with. At this stage, you might have the following disturbing thoughts in mind:
- “Was it all a waste of time?”
- “Is digital transformation a hoax?”
- “What am I doing wrong?”
- “Should we have just stuck with paper-based processes?”
Don’t worry, this temporary phase is here to show you that document digitalization is only the first step toward a digital-first business and now you are ready for phase two, which is Digital Document Management.
What is Digital Document Management?
Digital Document Management is the process of securely storing digitized records and documents while complying with the relevant regulations. Moreover, this practice enables organizations to save precious office space and money on office supplies, as well as increase the efficacy of employees by providing a streamlined and user-friendly platform for data collection, management, and review.
The most important functions of a Digital Document Management System
Based on your requirements, the used functions of a Digital Document Management system can vary a great deal. Although, there are a few must-have capabilities most organizations should look for.
Optical Character Recognition (OCR)
Optical Character Recognition (OCR), which, among many practical use cases, helps you to convert picture into searchable formats. Furthermore, Form based OCR is capable of extracting information as master data and using it to fill out forms automatically.
An all-encompassing document management solution endowed with OCR should be able to create indexes in each document to find exact text sections in them with ease. As a result, your colleagues don’t have to waste time browsing unindexed PDF files, which is not only a daunting task but significantly decreases the overall efficacy of the team. With the aid of Optical Character Recognition, you will also be able to convert the extracted data into completely different formats, like Excel spreadsheets, or convert them to other formats of your liking.
Only one function with countless possibilities.
Transparent cloud storage
The next most useful capability of Digital Document Management solutions is their transparent and user-friendly cloud inventory that provides clean, easy-to-manage storage space to keep your files in. With a feature like this, you will be able to assign owners to documents and create distinct access levels, thus abiding by privacy and security regulations. These access types vary in degree, ranging from viewing to editing options. Archive your outdated contracts or documents within a blink of an eye, without having to worry about confidentiality issues.
Document integration into day-to-day workflows
Probably the biggest change Digital Document Management tools bring to the table is allowing you to integrate digital documents into day-to-day workflows. Forget about searching for attachments in e-mails, tracing back previous versions, modification suggestions, or approval. Have the right documents be automatically attached to corresponding tasks with assigned deadlines, owners, and to-do lists. With an DMS solution, like Itiner, you will be able to attach an unlimited number of documents to forms and organize them into logical grids, which makes analysis, review, and traceability much easier. Also all validation, approval, checks can be set and control using digital solution
Customized workflows
Develop custom-made workflows with automatically attached documents, to never lose an important note or record again. Facilitate the everyday responsibilities of your colleagues with streamlined processes and increase your organization's overall effectiveness with a Digital Document Management system that automates monotonous tasks.
Define record management best practices, document lifecycles, and management options within the system, so your colleagues can follow predefined rules when handling crucial corporate records.
Conclusion
In this article, we’ve proved that digitizing printed documents is just the first and not the ultimate step towards digital transformation. Digital document management puts the light on new challenges that fortunately can be solved by a Digital Document Management software within minutes after integration.
All things considered, Digital Document Management tools with their handy features, such as OCR, document integration into workflows, or workflow customization, turn digital documents into truly viable assets for your organization. While there are a number of professional solutions on the market with a wide variety of functionality options, there are a few must-have capabilities enterprises should consider, when choosing the ideal system for their needs.
About Itiner Platform
Itiner is a combination of an intuitive Workflow Management System and EDMS ,Record management and data asset management. Itiner is an innovative tool built not only for defining business processes & data management procedures, but also for managing daily tasks & workflows. End users can learn to use it in less than 60 seconds thanks to its intuitive UI & UX. It can run on any device from terminals to mobile devices & tablets. No coding skills or fancy qualifications are needed. Your control over your work has never been this powerful & easy!
