Benefits Of Document Digitization & Long Term Advantages
Organizational information and data either born in a digital form like emails, word documents and excel spread sheets or in hard form. Document digitization is the processes and projects that are involved in managing the whole set of organizational information into digital form for the purpose of backup availability and secure storage.
Digitization Tactical Advantages:
Irrespective of its size, when organizations capture its data, information and documents at the origination point, digitization lead them to tactical advantages like:
Management find effective decrease in written and printed version errors of the information.
The organization can easily integrate all the business systems if required.
Digitization improves accessibility level of information and data.
Allowing each document and item of data to have only a single source of truth.
High level security protocols are implemented on the information.
Audit trials can easily be created simply like the one for xerox Dubai.
The mechanism allows easy implementation of electronic means of workflow processes.
Let’s have a quick look to identify how and where these advantages are coming from that are making the information secure and confidential.
Scanned documents that lead to capturing information in soft form.
The use of optical means of character recognition to avoid the need of manual data entry into the system.
Digital capturing using e-Forms for information.
Both e-Forms and documents have metadata for description purpose. So capturing that metadata from both these sources to avoid the need of data transcription and duplication of entry.
Emailed attachments are having security issues. So sending links instead eliminate those security issues as the links belongs to a single source of truth in a database.
Strategic benefits that are offered by digitization are countless and too important for organizations. These benefits accelerate the chances of organizational corporate strategies to be implemented. If implemented already, these corporate strategies will increase the depths of returns for the organization.
Risk and Governance Reduction:
All the activities within organizations are arranged with a transparent control by digitization. Because of having:
Single truth source for all the data and information.
Efficient workflow along with audit trials.
Automation in measuring all the processes success state.
And the applied protocols of security that is either on document level or folder, person, work-group and position level.
This is for the vital importance of all the organizations including xerox Dubai that their responsible Chief Executive Officers must consider what those technologies are that results in disruption and affecting their value chain. CEOs need to develop proper future possibilities in reaction to all those technologies, in order to effectively overcome those limitations for organizational information safety.