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Digitization of documents
Digitizing paper documents is essential, even those that companies are required by law to keep for years. This digitalization greatly facilitates access to information and collaborative work.
However, it may not be necessary to digitize all the company's documents, but reviewing the files and determining which ones are not worth having in electronic format - although localized and indexed - can speed up the process and make us gain digital storage capacity. In the case of documents that do not need to be kept on paper, digitization brings savings and efficiency improvements right from the start.
Among the benefits derived from this digitalization, the following stand out:
· Space saving: Having documents in electronic format allows us to save a lot of storage space in the office and, with it, a reduction in costs.
· Safety:Digitization gives us that extra peace of mind that comes with knowing a backup copy of each document, so that information will never be lost.
· Universal access: The commitment to cloud platforms allows faster access to information anywhere, at any time and from any device, with the added advantage of applying security policies that record traceability and control access by user profiles.
Appropriate classification
One of the keys to making the most of the digitization of information and improving document management is to carry out an adequate classification of all files. To do this, it is worth sitting down calmly and analyzing the organizational structure and processes within our organization.
By virtue of this analysis and the content of each document, the next step is to categorize the files so that the subsequent search for any information is faster and more efficient. This classification also paves the way for collaboration between different departments to be much more fluid, streamlining associated processes, whether in marketing, sales, customer service, etc.
Use of metadata
If proper classification of documents is essential for efficient searches, making good use of metadata is no less important. Metadata is data that describes other data and is important because it serves to identify, authenticate and contextualize documents throughout their life cycle. To understand it in a simple way, the metadata of a document can collect information about its creation date, file size, author or a small collection of keywords. They are not static, but dynamic, since they also collect information about the last time it was accessed or modified, who did it, etc. and is very useful for managing changes and managing versions.
Thanks to these metadata, not only are the search and analysis of information optimized, but they also have a very positive impact on other processes such as:
· Standardization of documents: Through metadata, it is possible to establish a series of fixed criteria for identification, so as to reduce the risk of inconsistencies or other types of errors.
· Data reuse and exchange: Especially in those denser documents, metadata can help us to better interpret their content, even assess their quality and estimate if it is worth using.
· Recovery: Metadata also provides information that simplifies the retrieval of information, whether providing the contact person, if there are access restrictions, how to locate a specific document offline...
Create document models
Given the number of different types of documents that a company handles (payroll, invoices, delivery notes, purchase orders, etc.), if a model is defined for each of them, as a template, the entire document management process is significantly improved. This optimization can be seen from the very creation of the document, since only the content will vary but not its structure, which has been previously designed to simplify the rest of the document management.
Centralize content
One of the most widespread errors in the past in document management has been the construction of information silos that ended up isolating some departments from others. The result was loss of information in decision-making, duplication of documents and slowed business processes. The best remedy for this disease is the centralization of content, so that all the information is at the same point, preserving the maxim that what is not in the system does not exist.
By centralizing information, information quality is optimized, reducing the risk of human errors and simplifying the establishment of access policies that democratize information in organizations.
Adea document management and archive service
Adea's document management services and solutions have been helping companies reduce costs and the time they spend managing their information for decades, with all the necessary security and regulatory compliance safeguards. Regardless of the reception channel or its format, Adea's technology allows for an intelligent capture of information during digitization processes, storing documents in a single Content Hub accessible from anywhere.
Thanks to Adea, accessing, managing and sharing information in your organization will not represent any problem, and it will also alleviate the most tedious tasks thanks to its Artificial Intelligence and automation technology.
