Digital documents in enterprise

Digital documents in enterprise


The era of paper files is truly over. Majority of businesses have transferred (or are in the process of) from paper to digital. Some went mobile first. This important switch has been driven by various factors.

Remote working

Accordingly to a Gallup survey, in 2016 over 43% of Americans switched their ‘Out of office’ notifications and worked from home. Employees seek flexibility and they want to work off site for longer periods.

“Working remotely four to five days a week grew (…) rising to 31% from 24%.”

But when working on the go or off site is here truly to stay, some emphasise on challenges. Lack of presence in the office makes it harder to create relationship and prove leadership virtues. As a result leading to slower development of career and promotions opportunities.

Could Virtual Reality technology help to solve this issue? Accordingly to ComputerWorld ‘teleporting’ to work via VR could help creating bonds, immersing in the culture and showing ‘real’ presence.

New technologies

There is no doubt that keeping up pace with technological advances is key when it comes to growth and competitive advantage of businesses. According to IDC’s ‘Worldwide IT Industry 2017 Predictions’ this year will be a start of a scale change when it comes to digital transformation. From niche, to early adoption, today we’re witnessing the emergence of digital shift at a macroeconomic scale.

“We are at an inflection point. Over the next three to four years, digital transformation efforts will no longer be ‘projects,’ ‘initiatives,’ or ‘special business units’ for most enterprises. They will become the core of what industry leaders do and how they operate. In effect, every (growing) enterprise — no matter its age or industry — will become a ‘digital native’ in the way its executives and employees think and how they operate.”, Frank Gens, IDC SVP and chief analyst

Costs savings and productivity pressures

Today organisations need to work even faster and more cost effectively. Digitisation is proving to help with:

  • Always on connectivity

“The ability to work from anywhere and stay connected through smart phones, tablets, and other mobile devices has enabled employees to stay connected.”, Deloitte

  • Increased collaboration

Tablets are ideal devices for drawing and sketching out ideas and concepts for quickly sharing with other users. Dashboards and analytical tools make it easier to visualise data, while swiping and manipulating data with touch interfaces is more engaging than traditional business information tools on a desktop. Long documents combining text with rich media (like sales brochures or technical documentation) can be read and annotated more conveniently on a tablet device than from printouts or a conventional PC.”, Computer Weekly

  • Faster decision and validation processes

Technology acts a an enabler. Having access to digital documents, always up to date an available anywhere allows speedy decision making. But this can happen only if employees learn and adapt fast avoiding falling back to old manual processes.

Challenges

But with anything that’s new and unknown come challenges. When making a switch, today’s businesses need to anticipate problems to avoid show stoppers!

  • What will the new digital etiquette be in my digital first business?
  • How can I ensure security of digital documents?
  • Do I have correct skills in my company?
  • How can I prove the value of digitisation?