How Much Does It Cost To Dispose Of Old Documents Digitization Of Docs: A Business Investment Decision With A Future

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Digitization Of Docs: A Business Investment Decision With A Future

To digitize or not to digitize? This is the query. Probably since before, many organizations have asked themselves the exact same question without finding a correct answer; and this is precisely the passage of time that works in reverse. Obviously, within this long hesitation period, the file stack continues to expand. Jorge López, vice president and renowned analyst of the Gartner Group, attempted to answer the query at the 2013 CIO & IT Executive Summit, which took place in September 2013, in Mexico City. He pointed out that “the advice to achieve an effective position in the sector through scientific knowledge will be to take into account the reality that digitization is not only a short-term thing, but a movement that changes the future”.

From this unique point of view, the disk life cycle changes. Currently, document phases include: production, capture, storage, management and dispersal. In the same way, the complications, better called advantages that the business faces when applying digitization processes, will be summarized below: cost reduction, increased production and security, and green technologies.

In a company, cost reduction is entirely related to the digitization of its commercial documents. To highlight this announcement, we can take as a reference the “Study on document digitization and the cost of paper conservation”, conducted by the European Union, Andersen Consulting and Gartner Group. This particular report means that storing a record in a standard paper file costs €6.53; and a company will save around 10.53 euros for each document that is not physically recorded. In addition, the normal price of the surface needed to store the old files is 11,000 euros, compared to 114 euros if the documents are stored electronically.

On the contrary, the increase in efficiency levels is pointed out in a survey carried out by AIIM Europe 2009 (the World Community of Information Professionals), where they explain that more than 15% of the room or space of any office is destined for the paper filer. This space and rather chaotic file organization systems are often the reasons why an employee spends an average of fifty minutes each day searching and locating paper documents. The details shown by these statistics could create a terrible corporate image, decreased credibility and even bad business decisions.

In terms of security, it’s usually not better to scan every document. All organizations should determine which business documents are most important and should be scanned. These are usually the newest, active, old, and damaged files.

With many document management systems, multiple staff members can access a digitized document together, but only authorized individuals can view a digitized file. Simply put, security is ensured, by the specific admission permissions and only because the contents of the documents can be sent in whole or in part, by e-mail or any other electronic mechanism, without the need to send actual physical copies or wait for the files to reach.

An office that will save paper is actually a green office that values ​​the natural environment. According to a survey conducted by Telefónica, one of the largest private telecommunications companies on the planet, a staff member uses an average of 10,000 sheets of paper each year. If you multiply this figure by the number of staff in a company, the result will be surprising.

The legal vacuum

One of the many aspects is to limit the extensive use of electronic documents is really the legal vacuum around the process. As an example, in the European Union there is clear and modest legislation in relation to the legal credibility of electronic documents, although great efforts have been made in the last decade. Do you know why it is so complicated to implement proper legislation on electronic documentation in the European Union? Mainly because each EU member country must translate the corresponding European directive into a national law; and the most recent directives are clear about the purpose and not so much about the techniques to get there.

In addition, there is a lack of homogenization between the different EU countries. For example, in Belgium, Spain, France and the Netherlands, there is no separate legislation on the destruction of basic physical documents, while in Germany and Italy there are certain rules that regulate this concern. A definite problem is in the UK, where companies are destroying their original paper documents due to the ambiguity of British law. They have no specific law that controls the concept.

As you might believe, the document retention period for original documents is also not widely regulated, and each and every country specifies the relevant authority to determine document retention periods. As a fascinating fact, in Switzerland, for example, documents related to real estate must be kept for around 20 to 25 years.

The legal gap is strong evidence of insufficient legislative homogeneity, both on an international and national scale. After all, it is not reasonable that somewhere the law regulates digitization and electronic filing and, conversely, does not allow the destruction of the original files. This scenario is neither fruitful nor sustainable. The relevant officials should now act on the matter and evolve alongside the technology, in order to ensure an effective e-business connection between marketplaces and individuals.

Documentary solutions for all tastes and budgets

There is no output that works for each. There are several document systems that include the digitization, storage, retrieval, and management of business documents as a complete section of the solution, and there are several other systems that focus on document digitization. Specific applications can be the ideal choice for companies that want to digitize large document sizes, but do not need a complex document management system. On the other hand, if a company wants to merge a document management system into its document creation and generation processes and therefore needs more control, modular or comprehensive document management solutions are the best option.

While once-in-a-lifetime solutions were overpriced, many document management software providers have now dropped their rates, because document management is becoming more common and to offer the many benefits of document management – mainly only with the access of large companies – to medium and medium. small businesses

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