Document Management

4 Tips for Document Digitization & Digital Transformation Strategies

Use these digitization best practices to eliminate paper processes, streamline document digitization, and elevate your digital transformation strategy.

As digital technology occupies an ever-growing role in the modern workplace, more businesses are looking to do away with paper processes and embrace the wave of document digitization. Digital documents have risen sharply in popularity because they remediate all of the problems and negative effects of using hardcopy documents and paper processes. Some of these detractors include reduced productivity, impeded efficiency, security concerns, environmental harm, and higher expenses.

Even if you intend to eliminate paper processes for good, it can be difficult to figure out where to begin. Businesses that have been relying on physical documents for years on end often find the digital transformation process especially challenging. However, converting your documents for use in a digital document management system isn’t nearly as daunting as it seems.

Breaking the process down into steps and leveraging expert guidance can minimize those challenges so that taking the first step isn't as daunting as it may seem. Below are a few tips that will make the process of adopting digital transformation that much easier.

Identify Your Digitization Goals

Before you begin undertaking document conversion, it’s important to ensure that your organization is aligned on what you aim to achieve through the digitization process. Are you looking to save time and cut down on costs? Maybe your goal is to protect the environment or improve productivity across your entire workforce. Whatever comes to mind, make sure you take note of it and share it with the rest of your team.

These goals will serve as your roadmap throughout the digital transformation process. Once you have a clearer idea of where you want to go, you can get everyone else on board and craft a strategy to guide your organization through the experience of switching to digital documents.

Reach Out to Other Departments

Document digitization and digital transformation are a team effort. You'll need the help and insight of various members of your organization to get the most out of the process. Before you make the switch, reach out to other departments to help you perform a paper process audit. Because your physical processes span across your entire company, it's crucial to get members of other departments involved to ensure that you don't leave out any important pieces of information

The findings of this audit will be critical in choosing which professional document scanning services you engage as well as selecting your digital document management system. To this end, all internal paper processes should be audited; this can include any of the following:

  • Paper filing systems and legacy document storage
  • Collecting signatures on paper
  • Mailing out contracts, documents, or receipts
  • Data entry and tracking
  • Employee onboarding paperwork

This, however, is not an exhaustive list. Every company has unique digitization opportunities within its existing processes and systems. Performing an audit will allow you to assess how significant of an undertaking your document digitization and digital transformation journey will be.

Design a Digital Transformation Plan

Once you’ve completed the audit and gained a thorough understanding of your company's specific digitization needs, it's time to form a plan that fulfills these needs. The more prepared you are ahead of time, the fewer roadblocks you'll encounter throughout your organization’s digital transformation journey.

The first step is to communicate clearly and effectively with your team. Eliminating paper processes is a significant change for everyone involved. It’s no surprise that employee pushback is one of the top two reasons that digital transformation initiatives fail. To ensure that the transition goes as smoothly as possible, don't hesitate to be open with your employees about your expectations. Their buy-in will be critical to the success of your digital transformation projects and clear, consistent communication surrounding how this initiative will benefit them is the best way to achieve that.

It's also wise to take things one step at a time as you transition to a paperless workplace. Your team needs time to adapt to the change. Too many process changes at once will not only lead to errors and confusion, but employee resistance; in short, forcing them to dive headfirst into it will likely backfire. Instead, be sure to gradually ease into a digital workplace to make the process easier for everyone.

Ensure that you're always available to answer any questions your team might have. When your employees feel that they can rely on you to simplify the transition, they'll have more confidence in the process as a whole.

Find the Professional Assistance You Need

The other most common reason that digital transformations fail is a lack of expertise. No one should have to take on digital transformation entirely on their own. Even if you have a clear plan in mind, it takes skill and experience to put that plan into action. Fortunately, the experts at Scan-Optics are here to provide you with the tools you need to bring your unique vision to life.

From document scanning services to business process outsourcing, we offer a wide range of services to suit your company's specific needs and goals. Our proprietary easy.forward™ technology scans and interprets documents with 99.9% accuracy. We provide our clients with custom digital document management systems, intelligent digital mailrooms, and robust automation opportunities.

Our experts aim to streamline the document digitization and digital transformation process for all kinds of businesses. Our team will work with yours to craft a unique digital transformation strategy that specifically addresses the goals and needs of your organization. To learn more about the services we offer and how we can help you eliminate paper processes, contact us today.New call-to-action

*This article was originally published Dec. 2021 and has been updated as of Dec. 2022.

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