When companies are wondering whether or not to go through the most basic stage of the digital transformation, moving from paperwork documents to digital document management, there are often a lot of fears about how implementation and unfamiliarity with the new system will slow down productivity and potentially confuse the staff. However, the same things can be said about any major change, including drastically altering the catered lunch menu. The real thing that administrators and business owners should be considering about the digital transformation is all the ways that digital document management can enhance the efficiency of your business both in predictable and unpredictable situations.
To help you understand the drastic difference between a business run on paper and a business run through digital documents and software, let’s narrow the focus down to the humble document. All the things that can be done with a digital document, but on for which the original and every copy is paper.
1) Same Document Form for Drafts and Final Copies
The first thing to realize is that no one writes their documents on typewriters anymore which means that nearly 100% of modern documents and paperwork start in digital form on a word processor. That word processor saves a digital document which is then printed out. Though many companies who work with paper still think of a paper copy as ‘the original’, in truth, the originals of all but historical documents are now digital. The paper is the real copy and every time an edit is made or a new version is drafted, the document is created in digital form, printed to paper, and then interacted with.
Why not just skip the paper stage? When you work with digital documents, there’s no need to print unless a client needs a physical copy for a specific reason like pen-and-ink signatures or they request a hard copy for their own private records. Otherwise, you can receive, develop, work with, and submit documents all in a single digital form.
2) Infinite Editing of a Single Document
When you’re working primarily with physical copies of your paperwork, edits are not just challenging in that they must be done carefully and neatly. Every old copy will need to be tossed in favor of new print-outs of the edited work. Edits on paper are permanent or, even with hand-written documents done in pencil, require wear and tear on both the eraser and the paper.
Digital documents, on the other hand, can be edited an infinite number of times, revised, corrected, and collaborated on without an eraser white-out/liquid-paper, or constant printing and re-printing because digital edits are easy and cost nothing. Along the same lines, the edited document and the original can be the same file, ensuring that everyone who has access now has access to the updated version. Continue reading