Digital archive: what is it and how to do it in your company
Tags: digital, transformation, businesstransformation, digitaltransformation
Published: 2022-04-29 07:49:21

Dematerialization and more: that's why a good electronic storage project not only reduces the costs of paper and traditional files, but can significantly improve the quality of work and business results.

The digital filing of documents in companies is something that goes far beyond the issues of dematerialization and storage electronic documents. It is to all intents and purposes the basis of a new business approach, with which an organization can, on the one hand, support agile work policies and, on the other hand, aspire to develop data-driven strategies and optimize administrative and other processes. . In fact, it is not simply a question of converting contracts, forms, reports and shared documents from paper to digital format, but of translating their content, through ad hoc software platforms and specific computer protocols, into data accessible by any user and system. of the company. And, in particular, the analysis tools, which by correlating the data contained in the documents can extract valuable information and useful knowledge to evaluate the efficiency of the workflow. But let's move on.

## The first advantage of digital archiving: immediate cost reduction

There is a very simple reason why, as mentioned at the beginning, when talking about digital archives, the first thing that comes to mind is dematerialization processes: one of the undoubted advantages of digital storage of documents, compared to the traditional method, is savings in paper consumption, in the space needed to store sheets and folders and in document management and classification of forms. For example, limiting the discussion to functions related to issuing, sending and storing invoices, the Electronic Invoicing and Dematerialization Observatory of the Politecnico di Milano has calculated a cost reduction of about eight euros per document. Between the processes of printing, inserting, contact work with the client and conservation of the copy itself, each invoice saves between four and five euros, to which must be added another 3.5 euros that are no longer spent on logistics.

## Speed, flexibility and ubiquity: digital storage enables smart work

The electronic storage of documents is an essential step for any company that has decided to accompany its employees on the path to Smart Working. Whether you work from home or from a center, on the train or in a client's office, being able to access any document from a smartphone or laptop makes it much easier to manage activities outside the company. Apart from the convenience of not having to carry papers and documents in your bag (which, once completed, have to be taken to the company and delivered to each recipient), think about what it means, at the end of a negotiation, to present your interlocutor a contract in digital format. A document ready to be signed - of course, with an electronic signature - and immediately sent to the company to confirm the order and start up the production machine.

## What is the digital archive really: how it works and how it should be done in companies

The above examples give a good idea of ​​the true transformation that lies behind the implementation of an electronic storage plan: in addition to transporting all documents digitally, providing adequate storage systems in terms of memory, accessibility and, above all, protection of data, it is necessary to build an ecosystem of tools and services around this repository that allows applications and users to create, edit, save, send and share any type of document on any type of support. Obviously, without neglecting the tools that allow companies to comply with the requirements for the correct processing of personal data provided for in the GDPR and the advanced solutions for the recognition of digital identities, essential requirements for the activation of the electronic signature. You need to choose easy-to-use interfaces - or design them, in the case of custom projects - and license the most appropriate digital archiving software to meet the needs of your business and your staff. Work on change management is also essential, both to introduce a culture of innovation among employees less inclined to abandon traditional methods and paper-based means of digital communication, and to support what will prove to be a seamless transformation process for the entire organization. for custom projects - and license the most appropriate digital archiving software to meet the needs of the company and its staff. Work on change management is also essential, both to introduce a culture of innovation among employees less inclined to abandon traditional methods and paper-based means of digital communication, and to support what will prove to be a seamless transformation process for the entire organization. for custom projects - and license the most appropriate digital archiving software to meet the needs of the company and its staff. Work on change management is also essential, both to introduce a culture of innovation among employees less inclined to abandon traditional methods and paper-based means of digital communication, and to support what will prove to be a seamless transformation process for the entire organization.

## Beyond document preservation: the potential of digital archives

This [digital transformation strategy](https://www.captivix.com/digital-transformation-strategy/) will not only affect the way in which documents are accessed, but it may involve, as has been said, the entire organizational structure of the company. In fact, once digitized, the documents become “talking”. Once digitized, the documents become “speakers”, that is, they can feed analytical platforms that explore their content and track changes throughout the decision-making and approval processes in order to extract useful information to understand the document. organizational efficiency and business performance. The management and the IT department, but also the normal users, they can use the information gained from these processes to identify bottlenecks and opportunities for improvement in everyday tasks and in relationships with colleagues and customers. This is perhaps the most interesting advantage of a long-term digital archiving project. Done right, the true potential of documents is unleashed, with positive effects on the quality of work and business results.