Digital Transformation

What is Digital Transformation?

Scan-Optics defines digital transformation, explains its applications, and outlines digitization methods such as RPA and a digital mailroom.


Digital transformation has been a hot-button topic in the business world for the last several years. However, many of the conversations about digital transformation are inaccessible to anyone who’s not already well-versed in the subject. If you’ve been lost but too afraid to ask for clarification or you’re new to the subject of digital transformation altogether, keep reading. We’re going to clearly answer the question: what is digital transformation?

Digital Transformation Defined

Digital transformation is the process during which an organization modernizes its operations. This typically means a move from paper systems to digital alternatives.

However, some companies that undergo a digital transformation have electronic systems in place beforehand; those systems are often outdated, inefficient, or disjointed. In those cases, the principle of modernization means a move to more intelligent systems.

Regardless of the specifics, digital transformation is a thorough exercise that involves a partial or total overhaul of an organization’s systems, workflows, and processes.

Digital Transformation Methods

Now you know what digital transformation is, at least on an abstract level, but what does it look like in practice? There are a number of different answers. There is no singular way to digitally transform an organization. The purpose of digital transformation is to find pain points, inefficiencies, and wasted opportunities, and then address them with the appropriate digital solutions.

Document Scanning

One tool a company might employ in order to digitally transform is document scanning. Paper filing systems are a common opportunity for optimization.

In order to move from paper-based record keeping to a digitally-hosted alternative, a company will typically need to partner with a digital transformation specialist. This specialist will facilitate the collection, scanning, indexing, and organizing of the company’s hardcopy documents.

Once the documents have been scanned and their data has been interpreted, the information will be organized accordingly into the company’s chosen document management system. With their data stored in an easily searchable database, employees have easier access to the information they need.

Robotic Process Automation

Another popular digital transformation method is robotic process automation. Robotic process automation (RPA) is the use of programmed software robots, or bots, to automate menial tasks that would otherwise be completed by human workers. Bots can execute tasks such as software installations, data extraction, employee onboarding, and invoicing.

RPA not only improves accuracy and efficiency—it also frees workers from the time-consuming tasks that used to dominate their days. This minimizes stress, improves job satisfaction, and gives employees the time they need to focus on important job duties such as providing high-quality customer service. It isn’t difficult to imagine why companies pursuing digital transformation are interested in RPA.

Digital Mailroom

Digital mailrooms are a third potential digitization solution for a company to employ during a digital transformation. A digital mailroom automates the receipt and distribution of mail. Hard copy letters and documents received via the postal service are scanned, processed, made searchable, and then sent straight to the inbox of the appropriate recipient. Digital mailrooms in particular have seen a sharp rise in popularity during the pandemic due to their valuable applications for remote workers.

Digital mail is also a timesaver, as all documents and messages can be found in an email inbox following a quick search. With a digital mailroom, there will no longer be a need to dig through filing cabinets until you find what you’re looking for.

Start Your Digital Transformation

Document scanning, RPA, and digital mailrooms are far from the only methods that can be leveraged for the sake of a digital transformation. They’re just three clear examples of how digital transformation can be accomplished as well as what areas stand to benefit from digitization.


Scan-Optics is an industry leader in the field of digital transformation. If you’re ready to connect with a team of digital transformation experts who can help you streamline your business operations, get in touch with us.

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