To be efficient, business processes must be quick, simple and repeatable. Manual, paper-based ways of working often fall short of this. The old office filing cabinet served a purpose in its day, but finding documents could be laborious, only one person could have a file at any one time (and they needed to be in the office), and information could get lost or misfiled. In 2022, document digitisation and processing can change all that.
The problem with paper records
According to a report by the Department for Digital, Culture, Media & Sport, 81 per cent of UK businesses handle digitised personal data, digitised non-personal data, or both. That’s not surprising because digital records come with a range of benefits, not least the capability to rapidly search for information and save space by replacing filing cabinets with secure digital archives.
Paper records tie people to the office. In 2022, the hybrid working trend is very much in evidence, with more employers and employees adopting a flexible approach to where people work. When important records such as invoices, employee files, contracts and more exist only in hard copy it puts restraints on when people can access them. It also limits how many people can view them at one time.
We’re all so used to search functions in word processing programs. Unfortunately, printed paper doesn’t have a similar tool! It takes time to find specific bits of information in documents and those minutes and hours spent trawling through pages add up to costly inefficiency.
Then there are the security implications of holding information in printed form. Strict protocols must be in place to ensure there is no unauthorised access of personal data. Plus, it leaves businesses vulnerable to data loss through fire or flood.
Document processing or sign-off can also be significantly slowed down if ‘living’ documents within the business are held in paper. In the digital age, there are more efficient ways of exchanging, actioning, and storing information.
Turn things around with electronic document management
Exchanging and storing information electronically is faster, more collaborative and significantly reduces the need for costly storage.
Documents can be routed electronically for online processing and approval. Finding information is significantly easier with search functions and access to documents from any location, 24/7, for authorised users.
Digital records help businesses operate more effectively and efficiently. However, having to manually key in data to create digital records isn’t ideal. That would be time-consuming and risk unfortunate errors.
Instead, electronic document management solutions can digitise documents. It’s an approach that nursery Little Dots Daycare took when it digitised its file storage to improve efficiency.
Paperwork generated for each registered child must be retained for a minimum number of years. Over time, files build up. This created a storage problem for Little Dots Daycare and manually retrieving paper-based information was a time-consuming task for staff. It used Filestore electronic document management (EDM) to save time and increase staff productivity. Records are scanned and entered into the Filestore system. Scanned documents can be called up by authorised staff any time they need them via an intuitive browser-based application. This gives the team quick and convenient access to records without searching through paper.
In addition to improving efficiency, shifting from manual paper-based storage to digital archives can save money too. The London Borough of Hackney improved document management when it underwent a council wide migration from physical documentation, with departments utilising a solution called Council Document Management. It saved the council approximately £7 million on storage space and an additional ongoing saving of £200,000 per annum.
Where to find out more
Digitising complex business processes can help businesses to be more efficient, secure and compliant. Electronic document management can overhaul the way data is managed, and records are held, for a more effective way of working in 2022. To begin, digitisation and processing solutions can scan documents, capture information digitally, support collaboration and enable staff to retrieve files from secure digital stores. For more information, take a look at document digitisation and processing solutions to find out how Quadient can help.
