To digitize or not to digitize? This is actually the issue. Possibly, since far back, many businesses have been asking their-selves a similar question without getting a correct answer; and it’s precisely the time-pass that’s performing opposite to those individuals. Obviously, within this long period of skepticism, the stack of docs carries on to expand. Jorge Lpez, Vice President and famous researcher of Gartner Group, tried to answer the query at the CIO & IT Executive Summit 2013, which was held during September 2013, in Mexico City. He outlined that “the solution to obtaining an excellent position in the market through technologies is to be aware about the reality that digitization isn’t just something short-term, but a phenomena that would be altering the future”.
Out of this unique viewpoint, the living cycle of the document has evolved. Today, the document phases consist of: production, capturing, storing, management and distribution. Similarly, the complications, better known as benefits that a business is confronting when implementing digitization processes will be summarized as follows: cost reducing, productivity and basic safety increase, and green technology.
In a business, cost reduction is completely related to the digitization on the business documents. To underline this announcement, we might take as a reference the “Study about document digitization and the cost of paper conservation”, carried out by the European Union, Andersen Consulting and Gartner Group. That statement shows that storage of a document in a conventional paper file costs 6.53 Euros; and an enterprise will be saving all around 10.53 Euros for each document that isn’t physically recorded. Moreover, the average charge for the space or room needed to store conventional files is for 11,000 Euros, opposite to 114 Euros if docs are recorded a digital format.
In contrast, the increase in production levels is highlighted in an investigation accomplished by AIIM European union 2009 (the Global Community of Information Professionals), in which they express that over 15% of an office’s space is fated to paper file cupboards. This space and rather chaotic file organization systems tend to be the reasons why it might take the average of fifty minutes each day for a worker to search for and find paper docs. The information demonstrated by these statistics might definitely create a poor corporate image, loss in credibility, and even incorrect business judgments.
Concerning safety, it’s commonly not better to scan all the docs. Each and every company should determine that which are the most critical business docs and these should be scanned. Normally these are the latest, active, older and impaired docs.
With many document management systems, several staff members can approach a digitized document all at once, but just accredited people can view a digitized record. To put it differently, security and safety is warranted, owing to precise accessibility permissions and merely because document contents can be submitted in total or partially, by electronic mail or other electronic system, with out the need for sending actual physical copies or having to wait for the files to be attained.
A business office that will save conventional paper is a green office that values the environment. According to a study done by Telefónica, one of leading private telecommunications organizations on the earth, a worker uses the average of 10,000 sheets of conventional paper every year. In case this figure is multiplied with the number of individuals in a company, the result might be alarming.
The Legal Gap
One of several points is hampering widespread usage of electronic documents is truly the legal gap around the strategy. As an example, in the European Union there exists little clear legislation relating to the legal validity of electronic files, although significant efforts have been made in the last 10 years. Do you realize why it is so difficult to use correct legislation about electronic documentation in Europe? Because every EU member country needs to translate the related European directive to a countrywide law; and most recent directives are distinct concerning the purpose and not so concerning the tactics to reach this goal.
Additionally, there’s a lack of homogenization amongst the diverse nations of your EU. For instance, in Belgium, Spain, France and Holland, there is no distinct legislation about the wrecking of primary physical documents, whilst in Germany and Italy there are distinct protocols ruling this issue. A definite predicament is that of the United Kingdom, where agencies are destroying their original paper docs merely because of vagueness of British law. They’ve no explicit law governing the procedure.
As may be believed, the safekeeping period of original paper files isn’t ruled in any average way either, and each and every nation specifies the related authority that should decide document safe-keeping times. Being a curious truth, in Switzerland, as an example, files related with property must be saved approximately 20 and 25 years.
The legal gap is direct proof of the lack of legislative homogeneity, both at a global and national scale. After all, it’s not sensible that, on the one hand, legislation regulates electronic digitization and filing, and alternatively, destruction of original docs isn’t permitted. This condition is neither efficient nor sustainable. The relating administrators should act on the matter and evolve alongside science, so as to ensure effective electronic business relationships between industries and consumers.
Documentary Solutions for Every Taste and Budget
There is no solution that is effective for each individual. There are numerous document systems that consist of digitization, storage, retrieval and handling of business docs as an intensive section of the solution and there can be other systems specializing in documents’ digitization. Specialized programs could be the ideal choice for organizations that want to digitize large quantities of docs, but that don’t need a sophisticated document management system. On the contrary, if an organization wants to integrate a document management system in the document formation and generation techniques and, for that reason, needs more command then modular or comprehensive document management solutions will be the best option.
When ever before, extensive solutions were highly-priced, presently, several document management software companies have lowered their rates, because document management is progressively common and to be able to offer the lots of benefits of document management – primarily only within access of big organisations – to medium and small businesses.