How Do Organisations Digitally Transform

Digital transformation streamlines inefficient paper-based business processes through digitisation and automation.

Key steps include scanning hard copy records into searchable digital repositories using high-speed technology; implementing intelligent workflows to automate repetitive document processes; adopting cloud-based document management for secure, accessible information storage; leveraging digitised data for business insights; and training staff on new digital systems.

With an experienced implementation partner, companies in various industries can improve productivity, security, collaboration, insights, costs and responsiveness by optimising their workflows through paperless processes. This enables them to unlock the benefits of digital transformation.

Digital transformation is critical for all businesses

Examples across different sectors include, digitising patient records into electronic health systems for easier sharing amongst care teams in medical environments, eliminating physical employee files in HR via document digitisation, scan-and-capture invoice processing automation in accounts payable departments, and transitioning student records management from physical to comprehensive digital learner profiles in educational institutions.

An experienced digital transformation implementation partner is essential for a successful transition. With an experienced implementation partner, companies in various industries can improve productivity, security, collaboration, insights, costs and responsiveness by optimising their workflows through paperless processes. This enables them to unlock the benefits of digital transformation.

Why Should Your Business Go Paperless?

Greater Productivity – Automating manual tasks enables staff to focus on high-value priorities.
Enhanced Security – Digital records allow robust protections like encryption and permissions.
Improved Collaboration – Cloud content sharing and workflows unite distributed teams.
Valuable Insights – Digital data feeds advanced business intelligence analytics.
Cost Savings – Physical paper and storage expenses are dramatically reduced.
Increased Agility – Accelerated digital processes drive faster response times.
Increased Agility – Accelerated digital processes drive faster response times.
Continuity and Recovery – Digital records are more durable and backup-friendly.

Digital Transformation Benefits

Digitising hard copy records into searchable digital file repositories.

High-speed scanning technology enables the rapid digitisation of a company’s paper documents into digital formats like searchable PDFs. This creates a central, easily searchable repository of digital records accessible across the organisation while also freeing up physical storage space.

Automating processes

Using intelligent rules-based workflows for digital routing/approvals.

Document management systems allow creating customised automated workflows to simplify repetitive manual processes involving documents. Workflows route digitised files for digital review/approvals based on rules and move the documents through each stage of the process automatically for significant time savings.

Secure cloud storage – Centralising records in managed systems accessible anywhere.

Scanned business records and generated digital files can be securely stored in the cloud on managed systems that enable anywhere, anytime access as opposed to siloed local drives. This provides convenience while also ensuring records are protected in access-controlled systems.

Apps and analytics – Gaining insights from digitised business data.

Digitised document data can feed directly into business intelligence, reporting, and analytics tools to help uncover insights for data-driven decision-making across the enterprise.

Culture change – Training staff to adopt new, more efficient digital processes.

The shift to paperless workflows represents a significant culture change within an organisation. Proper training and onboarding ensures staff adopt the new digital tools and processes to maximise the benefits and minimise disruptions from the transformation.

Digital Transformation Use Cases

Industries at various stages of digital maturity can benefit from optimising document workflows. Some examples include:

Medical – Patient record digitisation and automated workflows.

Healthcare providers can digitise patient files into easily accessible and shareable electronic health records while implementing workflows to automate repetitive administrative tasks like referrals, discharge instructions, prescription issuance. This accelerates information sharing across care teams to improve quality of care.

HR – Employee file scanning and cloud-based payroll.

HR departments can eliminate bulky physical employee files by digitising personnel paperwork including contracts, tax documents and performance reviews into secure cloud-based employee profiles. Payroll can also transition to automated cloud-based systems interconnected with other HR platforms.

Accounts payable – Invoice digitisation with automated coding/approval.

Invoices can be rapidly scanned upon receipt and intelligent OCR software can automatically capture key details like amounts and dates to feed into the company’s Accounts Payable system, accelerating processing and eliminating manual data entry. Invoice approval workflows are also automated for faster processing.

Education – Learner profiles, submissions and results digitally stored.

Educational institutions can build comprehensive digital learner profiles compiling admissions records, course submissions, grades, transcripts, fees and more, avoiding physical student record management. Assignments and feedback can flow digitally.

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Digital Transformation FAQs

Why should businesses go paperless?: Going paperless improves productivity by automating manual tasks so employees can focus on core priorities instead of document management. It enhances security through digital protections like encryption and permissions. It enables easier collaboration via cloud content sharing. It provides valuable insights by feeding digital data into analytics. It reduces costs associated with paper, printing, storage and management. It supports sustainability through less paper waste. And it increases agility through faster digital processes.
How can we transition to a paperless office?: Key steps include using document scanners to digitise hard copy records into searchable online repositories, implementing intelligent document workflows to automate routing/approvals, deploying cloud content management for anytime-anywhere access, leveraging analytics tools to uncover data insights, and changing organisational culture through digital transformation training and change management.
What are the cost savings from being paperless?: Going paperless reduces costs across many areas – less paper, printing and ink expenses, reduced physical storage space needs and rentals, lower administrative and labour costs for manual document handling, mailing/courier savings from digital distribution, and avoiding multiplicity like duplicating, photocopying and faxing paper documents.
How does digitisation improve security?: Digital documents enable powerful protections including encryption both in transit and at rest, granular user permissions and access controls, activity logs to track interactions, multi-factor authentication for enhanced identity, data replication for redundancy, and the ability to remotely wipe devices if breached.
How does automation drive productivity?: Intelligent automated workflows eliminate the manual repetitive processes involved with routing physical documents for review, approval, processing and handling. This alleviates administrative burdens and bottlenecks, speeding up key business functions so staff can devote time to high-value tasks.
How can we maximise value from digitised data?: The data from digitised documents can fuel advanced business intelligence, analytics and reporting tools when fed into centralised datasets and data warehouses. This provides real-time insights vs delayed metrics from manual entry or paper reports.
How long does the transition to paperless take?: With proper planning, phased deployment, change management and employee training, most organisations can realise measurable gains within 6-12 months of starting their document digitisation and process automation initiatives. Some benefits are immediate while larger transformation occurs over time.