How to Prepare a Company for Implementing Electronic Document Management
In times of rapid business digitalization, electronic document management becomes an important element of core business processes, which allows for reducing costs, increasing work efficiency, and optimizing internal processes. The transition from traditional paper document management to electronic is no longer a fashionable trend but a necessity for every company that wants to remain competitive.
According to international studies, the implementation of electronic document management in business can reduce the costs of paper-based information carriers by 60–80%, and the time for processing and approving documents decreases by up to 40%. This indicates the enormous potential that document management automation offers to businesses. Is any preparation needed for the transition to electronic document management? To make the transition to electronic document management as smooth as possible for the company, it is important to follow key steps.
Assessment of the current state of document management in the company
Before implementing electronic document management, it is important to assess the current state of internal processes related to paper documents. This will help to understand which documents are used most frequently, where delays occur in processes, and where difficulties might arise during the transition to electronic document management.
What should be analyzed:
- Which documents does the company use the most?
- Which document-related business processes are the least efficient?
- Are there already electronic systems for document management, and is it possible to integrate them into the new electronic document management system?
According to statistical data, up to 70% of companies that implemented electronic document management noted significant improvements in document management efficiency.
Choosing a platform for electronic document management
One of the key stages is choosing a platform for electronic document management. It is important to choose a system that meets the needs of the business, ensures integration with other used software, and meets security requirements.
What to pay attention to when choosing a platform:
- The platform must support integration with the systems already used in the company, such as CRM, ERP, and other business process management programs.
- If your business requires mobility, cloud solutions for document storage and processing should be considered.
- The selected platform must guarantee an appropriate security level.
According to research by Progresia, for more than 60% of companies choosing the Progresia.ECM solution for document management, the availability of cloud solutions is critically important, as it provides greater flexibility and accessibility for employees working remotely.
Legal aspects of electronic document management
One of the important stages of transitioning to electronic document management is ensuring the legal legitimacy of electronic documents. Ukraine has legislation regulating the use of electronic signatures and electronic documents.
Key legal aspects:
- It is necessary to ensure the use of an electronic signature for signing documents, which ensures their legal force.
- All electronic documents must be stored in accordance with legal requirements regarding document storage and archiving.
According to national statistics, more than 80% of companies implementing electronic document management use electronic signatures to increase the legal validity of documents.
Staff training
One of the most important aspects of implementing electronic document management is training employees.
Training topics include:
- How to create, sign, and send electronic documents?
- How to store and archive documents in an electronic system?
- How to work with security systems to protect documents?
According to statistics from Progresia, in more than 70% of successful projects involving the implementation of the Progresia.ECM boxed solution for document management, user training was important.
Ensuring security and data protection
Data security is one of the biggest issues that needs to be addressed during the transition to electronic document management. Choosing a system that provides a sufficient level of security is an important step in ensuring the preservation and protection of important corporate data.
Key security elements:
- Data encryption
- Multi-factor authentication
- Regular backups
Based on statistical data, up to 70% of companies using electronic document management report a significant reduction in security costs thanks to the use of reliable cloud solutions.
Continuous improvement and adaptation
The implementation of electronic document management is not the final stage but an ongoing process. After the initial implementation, it is important to continuously improve processes and adapt them to new technologies and legal requirements.
Key aspects for adaptation:
- System updates for integration with new tools
- Support in case of changes in legislation
- Compliance with new technological standards
Statistics show that for more than 63% of companies using electronic document management systems, continuous updating and improvement of their platform is important to maximize the use of new capabilities.
The implementation of electronic document management is a critically important step for business digitalization. It not only reduces costs but also significantly improves work efficiency, reduces the number of errors, and accelerates document processing. However, to make the transition to electronic document management successful, companies must thoroughly prepare, choose the right platform, train staff, and ensure an adequate level of security.