Digitizing Paper-Based Processes

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

  • 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


    • 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    • News often very quickly becomes outdated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    • Becomes outdated and weary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.

    Transforming Into a Paperless Office via Paperless Employees

    How will u explain the term Paperless Office?

    Well, a paperless office, also termed as a paper-free office, is a work environment where primarily digital documents are used in place of physical paper. In short; very minimal use of physical paper.

    Similarly a paperless worker is an employee who has eliminated or greatly lessened the use of paper in the workplace.

    Thus digitization is the process of converting physical paper files into electronic files.

    The thought of an entirely paperless office has emerged since personal computers became the basic of the digital workplace.

    Still regardless of the occurrence of electronic documents and files, most companies still rely on paper documents. From handouts at meetings to HR on boarding documents to receipts, many business processes still revolve around paper.

    Yet, we can’t ignore that are many benefits of going paperless; from saving resources to boosting security listed below our its benefits.

    Benefits of Going Paperless

    1. Saves Time

    A lot of Time is spent in filing, organizing, searching and relocating paper documents. This same time could be spent on more effectively in productive tasks.

    Digitized documents are electronic documents that are stored in a central depository, which is mainly a well-organized digital filing cabinet where all of your documents are kept.

    With the use of Creative Social Intranet’s digital document management system, you’ll get the same powerful search efficiency that you experience using Google. This means employees can find files at just a click of a button, much much more faster than the lengthy, manual process of searching a specific file in an obscured folder.

    2. Saves ample Space

    Is unarguable that paper takes up a lot of space – and so do filing cabinets and again the ample space to store those filing cabinets.

    Not to forget Books and book shelves are massive too.

    What’s even worse and needs consideration is that paper keeps piling up, making it more difficult to sort and organize.

    This is particularly true in financial industries that have long mandatory retention periods.

    Creative Social Intranets digitizing of files helps you to store all important documents and files either on an on-premises server or on cloud.

    3. Saves Money

    Time is money. Thus, saving time and space indirectly saves your money.

    Going digital advances your process effectiveness, in short saving your money.

    In the same amount of time your Paperless offices can process a much larger degree of paperwork in comparison to traditional offices.

    Adding to this, digitization also reduces the ample money spent on paper, printers, ink, postage and office selves for files and also the employee time spent to manage paperwork.

    This savings of employee time can become especially valuable with regards to regulatory audits and recurring, high-volume tasks like expense reimbursements.

    4. Effortless Transfer of Information

    Creative Social Intranet’s Document management software offers a simple process for saving documents.

    This software easily assembles digital documents using scanners, mobile capture images using a camera on a phone or tablet or importing any file type (.docx, .pdf, image files).

    Applications like Microsoft Office and Adobe Acrobat allow you to file your document into your content management system with just one click.

    5. Supports the Environment

    Paper and paper products manufacturing produces greenhouse gases, causing deforestation and global warming which is hazardous to OUR environment.

    Recycling can offset some portion of the environmental impact, but not much.

    Eventually this paper finally ends up in a landfill. Also, ink and toners used contains explosive compounds and non-renewable substances which are damaging the environment.

    All these focuses us more to simply reduce paper use altogether by switching to a paperless office.

    6. Boosts Security

    Physical documents are hard to locate –paper can get lost, misfiled or get destroyed without getting noticed.

    It can also be complicated to supervise the access, printing and copying of sensitive important files.

    Creative Social Intranet’s Document management software has advanced security capabilities which can tackle these challenges and much more.

    System administrators can arrange granular access rights, which will assign permissions at the document level (e.g. settings on the type of document), user level (e.g. settings on person’s job function), and system level (e.g. overarching security for all data in the system), promising security at all levels.

    The security benefits of a paperless workplace rise above access rights. Execution of document management software also allows organizations to influence electronic signatures, redact private and confidential information, create audit trails and much more.

    Intranet solutions for banks

    Intranet solutions for banks

    Globalization today has made the world a smaller place. Being connected with your employees and clients 24*7 is very important. Leading banks today have multiple chains in multiple cities and countries. It has a wide range of branches all over the globe and provides a full range of modern financial services to all categories of corporate and private customers.

    Business and Intranet Challenges faced by Banks

    These banks with multiple branches are in need of corporate intranet solutions that include communication, collaboration and knowledge management, employee directory that would serve as a single access point for corporate information.
    Besides, banks also need to implement public use information feeds as well as corporate news delivery channels, employee directory information, generic business workflows, information-sharing spaces, automated on-boarding, helpdesk ticket systems,etc

    Creative Social Intranet for all Banking Organization Intranet Solutions

    Our banking intranet portals are developed with a single access point to corporate information landscape.

    Our immensely effective features include:

    • Integration with banking SAP
    • Project Server systems
    • Employee profile, employee directory
    • News delivery channels;
    • Generic business workflows, media galleries, information sharing spaces, public information feeds
    • Requests processing systems, powerful analytical dashboards & various reporting tools;
    • Manage department calendar to plan and communicate on events
    • One to one chat, and various chat rooms

    What business value will Creative Social Intranet add to Banks?

    The Intranet solutions have become important elements of corporate culture and distinctive identity. Thus now the following are very important to increase business value

    • Increase in employee satisfaction and awareness;
    • Accelerated efficiency and effectiveness of common business processes,
    • Reduced workload; paper work
    • Maintenance and licensing costs to be optimized;
    • Greater than before security and safety of official information management activities.
    • Customer Quotes
    Human Resource Management System
    HR portal for banks

    Intranet Portal Technologies for Banks security and usability:

    MS SharePoint, ASP.NET, HTML, MS Project Server, MS SQL Server Reporting Services

    Creative Intranet Solutions for banks have been developed in Microsoft ASP.net and  is seamlessly integrated with the banks legacy internal SAP systems with LDAP. The solution provides a wide overview of the enterprise landscape by integrating public and corporate news feeds.

    This platform also allows smooth communication and collaboration between employees by integrating business workflows, social communications, information data sharing spaces, media galleries with pictures and videos, employees’ profiles, employee organization chart and more.

    Thus the integrated platform by Creative Social Intranet Solutions for banks have become a primary internal access point for various bank employees and an important element of corporate organizational culture .

    Creative wishes happy womens day 2019

    International Women's day 2019
    International Women’s day 2019

    After women gained suffrage in Soviet Russia in 1917, March 8 became a national holiday there. The day was then predominantly celebrated by the socialist movement and communist countries until it was adopted in 1975 by the United Nations.

    If  girl is given the right shoe, she can conquer the world.

    Why Indian companies are betting big on AI?

    Here’s why……
    It’s now a frantic race and you will have to speed up. Companies are now readily diverting more and more resources towards AI capabilities.

    Artificial intelligence in Intranet
    Artificial intelligence in Intranet

    Today fast growing firms intensifies its focus on building a strong data repository, all thanks to the explosive growth of interactions, to catalyses the adoption of AI(Artificial intelligence) .

    Companies today use machine learning to train its systems to vastly expand the languages, colloquialisms, words and strings customers.

    In India, arguably Swiggy is the first tech star to implement AI. Previously, Google, Flipkart, Paytm, and several other global players have all invested in and acquired companies to boost AI.

    From the past few years, start ups and large companies have been relatively running small experiments with AI. But now the space is accelerating, for evidence; unicorns are diverting in this direction.

    AI votaries are pushing company’s to invest in it, but here the challenge is to make sure these investments make good returns and not get lost in bureaucracy,
    Several factors have pushed the growth of AI around the world

    1. Availability of huge data sets
    2. The leaps in processing competence with the emergence of GPUs (graphics processing unit)
    3. Enhancement in cloud technology
    4. The growing complexity of machine learning and self-improving algorithms.

    Even though there’s widespread debate on its utility and applications, AI has still managed to become some sort of magic wand to wave at all tech problems.
    Fresher’s focusing on niche areas in AI are receiving investor backing, winning deals and customers and, most notably, specialists in the field, like data scientists, are in huge demand.

    Statistics showcased that in 2016 India ranked third among G20 countries, measured by the number of AI-focused startups, which have increased since 2011 at a compound annual growth rate of 86%, which is higher than the global average.

    Limitations of AI:

    Restrictions in the Indian market however could slow the AI momentum.

    Quality of data :

    In India, the quality of data continues to be an issue. The range of diverse demographics, languages and cases limit the consumer applications to learn on the go.

    Under-invested by risk capital providers :

    Secondly, India’s startups focusing on AI continue to be under-invested by risk capital investment providers, compared to China and the US.

    The applications of artificial intelligence have boosted at an accelerating rate and showing signs of great economical impact.

    Creative Social Intranet today works immensely on the AI platform and has seen this remarkable growth and scope in many of its features. It gets particularly interesting for all to know what AI can bring to organizations through the role it can play in the digital workplace as represented by the Creative Social intranet’s platform.
    Hence it is currently become a hot topic for us at Creative Social Intranet and for our peers, as to how AI can be implemented and what value should it bring to the employee experience.

    Listed below are Three possible worthy implementations of AI in a company intranet, among many others and these are likely to drive future decisions we make for integrating AI technology into Creative Social Intranet Platform.

    1. Chat bot

    The AI Chabot plan ahead about queries that would come from the user. Creative Social Intranet is focusing on AI driven chatbot that is more quick and intelligent to be launched in 2019.
    In basic terms, a chatbot that is able to think what to do when a user places his request.

    So what you want your chatbot to do?
    You can either make the chatbot assist the user or collect information and data from the user.
    As soon as this cycle moves ahead, the chatbot knows the action it has to take to help the user effectively. The chatbot now needs to act.

    In simple terms, chatbot must think what to do when a user places his request. The chatbot must convert orders received from a user into an understandable form and then store it in a knowledge base and then the chatbot takes action to achieve pre-defined goals.

    2.Booking meeting rooms

    Your day is filled with various types of meetings. Creative Social Intranet set them all up.
    Creative Social Intranet AI Assists in the best possible manner as far as booking your busy meeting schedules is concerned

    • Set up, reschedule and cancel meetings on request
    • Insert meeting details and update whenever prompted plan instantly with co-workers
    • Book conference rooms, meeting rooms as per request
    • Let you set up meetings for other people other then company employees.
    • Accommodations for all parties with time zone management
    • Consider follow ups when guests are unresponsive
    • Negotiate meetings with multiple participants
    • No last minute surprises! Pre planning
    • Reminders for meetings scheduled atleast 10+ days in advance

    3.Employee engagement

    Engaging Employees: The Struggle Is Real For Organizations
    Employee engagement includes creating a holistic environment that promotes employee role, skill development, recognition and mental health.
    Previously before artificial intelligence, the methods adopted to boost employee engagement have not shown desired results. Artificial intelligence has really empowered companies to tackle the engagement challenge, efficiently.
    Creative Social Intranet’s Artificial intelligence has shown a great impact in turning things around when it comes to employee engagement.

    Using artificial intelligence implemented solutions, organizations today can:

    • Engage employees effectively
    • Provide 24*7 assistance and support
    • Monitor organization performance in real-time
    • Smoothen learning and development activities
    • Employee onbaording and retaining
    • Workflow management

    At a fundamental level, almost all of companies member data is generated by members themselves. As a result, one company might have a job called “senior hr manager,” while at another company, the same role would have the title “lead hr head.” Multiply this by millions of member profiles and it becomes clear that providing a good search experience for recruiters, where all of these varying job titles show up, can be a very challenging task.

    Creative Social Intranet looks into standardizing that data in a way that AI systems can understand. It will be a good search experience, and that standardization involves both human and machine efforts.

    The taxonomies of titles are related. Understanding these relationships allows us to infer advanced search which uses AI to find the related terms and suggest best closest to the users targeted keyword.

    Currently, AI is being seen as an effective powerful tool for boosting employee engagement and improving the way people are being recruited, trained and retained in organizations around the world.