Digitizing Paper-Based Processes

Digitization Paper-Based Process is the process of switching physical paper files into electronic files.
It is a work environment where mostly digital documents are used in place of physical paper.
Ever since Technology has so flawlessly replaced paper processes, it’s difficult to remember how things used to be done and handled earlier.
In uttermost all cases, its prominently noticed that the evolution from paper-based items to their electronic counterparts is overwhelmingly more efficient.
You can check for yourself the difference….then and now.

Then Now
Paper Documents

  • Monotonously shuffle papers between individuals and departments
  • Difficult to track changes occurred while collaborating on a specific document
Digital Documents

  • Effortless electronic transfer between individuals and departments
  • Easy to track changes and updates using the “Track Changes” feature
Mail & Faxes

  • Regular maintenance is required to organize and find documents, particularly the really old ones
  • Access only based on the location of documents
  • Easy misplace or damage of documents
Email

  • Easily searchable through content and metadata feature
  • Access from phone or browser from anywhere
  • Archived forever. Even in the case of a deletion, can be recovered easily
  • Dictionaries and Encyclopedias

    • A very time-consuming process to look up for words and topics
    • All data linger inside volumes of books
      Access only based on the location of books at the time

    Internet

    • Instant access to any kind of information using the search option
    • Ability to save, copy, change and bookmark data for future reference
    • Access from anywhere anytime with Internet
    Newspapers, Books & Magazines

    • News often very quickly becomes outdated
    • Message is restricted by word space and page count
    • Slow update of the news cycle
    • Adding every new book takes up more space
    Media Websites & eBooks

    • instantaneous access to content via the Internet
    • Message not restricted by space
    • Real-time updates and a 24-hour news cycle
    • A compacted e-reader can hold multiple books and magazines at a time.
    Printed Maps

    • No feature to find traffic, road closures and other blockades
    • Gets worn out, burdensome to use while driving
    • Becomes outdated and weary
    Google Maps & Navigation tools

    • Special features to figure out traffic, to maximize the route efficiency and also gives a precise estimate of arrival time
    • Stays in your mobile device
    • Updated on a regular basis to ensure accurate navigation

    Why the digital workplace makes more sense than digital transformation?

    The terms ‘Digital Workplace’ and ‘Digital Transformation’ can often be confused while implementing amongst organisations.
    To simplify it, a digital workplace is what organisations today worldwide are trying to achieve as a result of the transformation process.
    The digital transformation is the path an organisation goes on to reach the destination of the digital workplace.
    A digital workplace is much more than just technology and advances. It’s the business priorities, its processes, and most importantly its people. Of course, it may power the best-of-breed, the latest cutting-edge technologies to achieve a more digitally progressive atmosphere.
    However, its ultimate prime goal is to enable employees to work efficiently and deliver the finest service to their customers.
    Remember even though on paper the intrinsic worth of embracing digitalisation looks easy to digest, the reality of converting this movement into real actions is not always an easy job. For example:
    The scheme of a paperless office is not a new concept and a quick Google search will disclose that a lot of organisations see this as the first step in their digital transformation process.
    But in reality, demarcation of your intentions to go paperless against the prospect of actually doing this, are quite dissimilar.
    In reality, a lot of organisations don’t know where to start. Deploying a new software solution often involves many risks – cost, time consumption and user uptake to name just a few.