Digitization Of Docs: A Business Investment Decision With A Future

To scan or not to scan? This is the request. Probably, since earlier, many organizations are asking the exact same question without finding a correct answer; and it is precisely the passage of time that operates in front of them. Obviously, during this long period of hesitation, the file stack continues to grow. Jorge Lopez, senior vice president and senior analyst of the Gartner group, attempted to answer the question during the 2013 CIO & IT Executive Summit, which took place in September 2013 in Mexico City. He stressed that “the advice to obtain an effective position in the industry through scientific knowledge will be to be aware of the reality that digitization is not only a short-lived thing, but a movement which is changing the to come up”.

From this unique perspective, the life cycle of the drive is changed. Today, the documentary phases include: production, capture, storage, management and dispersal. Likewise, the complications, better termed benefits, that the company faces when applying digitization processes will be summarized as follows: cost reduction, increased production and safety, and green technologies.

In a business, cost reduction is entirely related to the digitization of their business documents. To underline this announcement, we can take as a reference the “Study on the digitization of documents and the cost of paper conservation”, carried out by the European Union, Andersen Consulting and Gartner Group. This particular report means that storing a recording in a standard paper file costs 6.53 euros; and a company will save almost 10.53 euros for each document not physically registered. In addition, the normal rate for the area required for the storage of old-style files is 11,000 euros, compared to 114 euros in the case of electronic document storage.

Conversely, the increase in efficiency levels is highlighted in a survey conducted by AIIM Europe 2009 (the World Community of Information Professionals), according to which they explain that more than 15% of the piece or the he space of any office is intended for paper filing cabinets. This space and rather chaotic file organization systems are often the reasons why it takes an average of fifty minutes per day for an employee to search and locate paper documents. The details demonstrated by these statistics could certainly create a terrible corporate image, diminished credibility, and even incorrect business decisions.

When it comes to security, it is usually not best to scan all documents. Each organization must determine which are the most important business documents and these must be analyzed. These are usually the most recent, active, oldest, and damaged files.

With many document management systems, multiple staff can work together on a scanned document, but only authorized people can view a scanned file. Quite simply, security is ensured, because of the specific access permissions and simply because the content of the document can be sent in whole or in part, by e-mail or any other electronic mechanism, without the need to ‘send actual physical copies or wait for the files to reach.

An office that will save paper is actually a green office that values ​​the natural environment. According to a survey conducted by Telefónica, one of the largest private telecommunications companies on the planet, a staff member uses an average of 10,000 sheets of paper each year. If that number is multiplied by the number of employees in a company, the result will be staggering.

The legal vacuum

One of the many aspects of limiting the extensive use of electronic documents is the real legal vacuum that surrounds the process. For example, in the European Union there is modest and clear legislation regarding the legal credibility of electronic documents, although great efforts have been made over the past decade. Do you understand why it is so difficult to implement appropriate legislation on electronic documentation in the European Union? Mainly because each EU member country has to translate the corresponding European directive into national law; and the most recent guidelines are clear about the purpose, not the techniques for achieving it.

In addition, there is a lack of homogenization between the different EU countries. For example, in Belgium, Spain, France and the Netherlands there is no separate legislation on the wreckage of basic physical documents, while in Germany and Italy certain rules govern this problem. A difficult situation is in the UK, where companies destroy their original paper documents due to ambiguity in UK law. They do not have a specific law controlling the concept.

As one might believe, the retention period of the original documents of papers is also not regulated in a general way, and each country specifies the corresponding authority which must determine the retention periods of the documents. Being a fascinated fact, in Switzerland, for example, documents related to real estate must be kept between 20 and 25 years.

The legal vacuum is solid proof of insufficient legislative homogeneity, both internationally and nationally. After all, it is not noticeable that somewhere the law regulates electronic scanning and filing, and on the contrary, the destruction of the original files is not allowed. This scenario is neither successful nor sustainable. Corresponding agents should act now and keep pace with technology to ensure an efficient electronic business connection between markets and individuals.

Documentary solutions for all tastes and all budgets

There is no issue that works for everyone. There are various document systems that include scanning, storing, retrieving and managing business documents as a complete section of the solution and there are several other systems focused on document scanning. Specific applications may be the perfect option for businesses that want to scan large document sizes, but don’t. need for a complex document management system. On the contrary, in case a company wants to merge a document management system in its document creation and generation processes and, because of that, needs more ordering, modular document management solutions or all understood is the best option.

Whereas before, complete solutions were overpriced, now many document management software vendors have lowered their prices, as document management is more and more common and in order to offer the many advantages of document management – mainly only in the access of large companies – to media and small businesses.

Source by Andre Wolfgang Klein

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