WHAT RESULTS CAN WE EXPECT FROM THE DIGITIZATION?

WHAT RESULTS CAN WE EXPECT FROM THE DIGITIZATION OF DOCUMENTS AND PROCESSES?

More efficient use of time

As many business efficiency studies show, only 20% of employees have quick access to the information they need for their daily work. 12% of them never find the information they need. This situation is not only frustrating for them, but also entails high costs for the enterprise.

To use employees’ time more effectively, it is worth using a digital document management solution, and thus eliminate problems and shorten the time of searching for information by employees, which will increase their efficiency.

Making tasks easier for employees

Providing the best work tools is the key duty for the employer who expects high efficiency. Modern ECM solutions significantly facilitate the implementation of tasks for employees by:

providing them with access to all necessary documents and data, regardless of the place of work and used device – computer, smartphone, or tablet;
enabling them to immediately answer questions from customers and contractors;
providing continuous and up-to-date information about the status of the case or document;
shortening the time of performing tasks and enabling them to devote it to rest or personal and professional development.

Work automation

Employees would like to have tasks ready for execution – cases for which they are responsible and that contain properly assigned and sorted documents and data. To make it possible, it is necessary to perform quite tedious work, such as reading information from documents with the help of OCR or compiling documents from various sources, for example, e-mails, electronic documents, or forms with data. However, most, if not all of these activities can be done automatically, using robots and data recognition engines.

Increasing the security of documents and data

The expected changes after implementing an ECM solution also include ensuring document and data security, minimizing the risks of loss and theft, and achieving a positive impact on the environment and its protection.

Reduction and elimination of unnecessary costs

Analysts of Gartner, a consulting company, estimated that document management systems reduce the costs associated with documentation by 40%. Our experience of over 20 years shows that, in Polish conditions, these costs can be reduced by up to 90%.

There are many ways in which ECM can save an organization’s operational costs. It is primarily the elimination of printing, copying, transmitting, and archiving paper documents. It is also reducing the cost of printers, copiers, and paper as well as the cost of their service and maintenance. And finally, it includes optimization of office and warehouse space. In our opinion, companies should treat the cost of implementing ECM as an investment that is worth making as soon as possible to ensure cost reduction and increase the profitability of a business.

Additionally, as our customers have told us, investing in ECM solutions often results in increased sales of products and services. Importantly, they have confirmed that such investments have paid off within 6 to 12 months.

Meeting the requirements of the GDPR and other regulations

Last but not least, there is an issue of meeting the requirements of GDPR and industry-specific regulations. We are talking here about the maintenance of electronic documentation and its protection but also its modification and deletion.

ABOUT RHENUS AUTOMATION PARTNER

CONTMAN is a consulting company with over 20-year history of implementing top-notch solutions for digital archiving and workflow in middle- and large-sized companies and institutions. We are the leader in consulting and implementing such solutions. Our team consists of 30 specialists in sales processes analysis, client service, back-office, and developing and implementing digital transformations. Our skills and experience are reflected in numerous recommendations.