Why would a company use document digitisation?

Digitising documents may seem like little more than an operational upgrade, but its capacity to drive change is quite underrated. Digitization is a strategic enabler, with benefits that span many operational areas, right down to the customer experience. There’s new capacity to streamline processes, ensure compliance, cut costs, and advance the sustainability agenda.

Going digital can unlock information that is unusable in its original format. This is especially so if degradation has set in, a common problem with paper-based records. A good example would be historical information on births, deaths and marriages. This data remains relevant to the public decades after being recorded and people will want to access it for a multitude of reasons. It’s a massive undertaking to read, let alone digitise that information, which could reside in illegible paper records, damaged microfiches, or other formats, but it is possible.

While this seemingly simple change can be quite transformative, the business case for digitisation is big. It actually enables organisations to enhance how they operate, prepare for the future, and keep clients happy. Read on to discover just how much value can be added.

Strengthening Compliance and Data Security

Digital documents bring significant advantages in the areas of data security and regulatory compliance. With encryption, access controls, and audit trails, companies can better protect sensitive information and reduce cyberthreats. This is especially vital in countries like France, where the CNIL (France’s data protection authority) enforces GDPR regulations, and imposes steep fines for data breaches. In 2023 alone, CNIL issued over 89 million euros in fines for lapses in data security. Digitisation helps to prevent such disasters by enabling companies to meet stringent regulatory standards while maintaining comprehensive records of document access, modification, and storage.

CNIL (France’s data protection authority) issued over 89 million euros in fines for lapses in data security

Enhancing Operational Efficiency

Digitisation offers a big boost to efficiency by cutting down the time employees spend searching for information. According to the Association for Information et Management (AIM), employees spend an average of 7.5 hours weekly looking for information but often find nothing. Digital files are searchable and easy to access, which cuts out much of this wasted time. Workflow automation tools support digitisation by routing documents right away. This allows for quick approvals and smoother processes across departments. A Forrester study found that using low-code business process management solutions, including workflow automation, delivered a 389% return on investment. This shows the value of these improvements in speed.

Improving Customer Experience

With digital records, employees can get customer information faster, leading to more efficient service. This quick access reduces wait time and improves satisfaction as customer requests are resolved accurately and in real time. Digital shift lets customers access their information online independently, providing added convenience.

Cutting Costs

Digitising records slashes expenses related to printing, physical storage, and document retrieval. Studies reveal that paper storage can cost up to 141 times more per document than digital storage. Furthermore, by reducing the time employees spend on tasks like locating files, productivity rises, allowing employees to focus on higher-value work and reducing the overall labour costs associated with document management.

Optimising Human Resources

Workflow automation, a natural extension of digitisation, helps free employees from repetitive, manual tasks, allowing them to focus on higher-value projects that require creativity and critical thinking. Automation can cut processing time for administrative tasks by up to 40%, enabling HR and other teams to dedicate more time to skills development, employee engagement, and other impactful activities.

Supporting Sustainability

Reducing paper usage through digitisation directly contributes to environmental sustainability, lowering the demand for water, and resource-intensive processes linked to paper production and storage. The paper industry accounts for up to 15% of global wood consumption, while each A4 sheet requires about 10 litres of water to produce. Shifting to digital systems cuts down on these environmental costs, reducing a company’s carbon footprint.

Promoting Accessibility 

Digitisation also promotes accessibility and inclusion, as digital systems can incorporate features like screen readers and automatic translations, making information readily accessible to employees or clients with disabilities. For hybrid workplaces, the option to access documents remotely is another crucial benefit in today’s digital-first world. There’s also accessibility to information that has been hidden in paper sources, such as degraded documents or files. Here, digitisation can be transformative, making information that’s trapped in outdated formats into a living data hub. When this is successful, people can find information they never could have before.

Savings, satisfaction, and sustainability – a win-win

By embracing document digitisation, organisations gain a range of benefits that extend beyond efficiency and Enterprise Information Management. Digitisation fortifies data security, supports customer loyalty, and champions sustainability. It’s a key driver for enhanced flexibility and reduced costs. In an era where digital transformation is no longer optional, digitising documents is an important step towards building a future-ready organisation. Learn about XBP Europe’s approach to document digitisation.