The digitization
of archives greatly facilitates access to information and has a favourable
impact on the organization of work. Benefits that are driving an increasing
number of companies and government agencies to digitize and digitize. What are
the main assets of digital archiving?
Uniqueness of information
Receiving a
paper document in an organization often results in many duplications and
creations of different versions. A duplication that may be due to business
reasons (several services may need to use this document) or to the organization
of the company if the latter is established on several sites for example.
Digitizing a document will eliminate photocopies but will not guarantee uniqueness.
Thus, many versions of the same scanned document can circulate and be stored in
the mailboxes of employees. How to make sure you have the correct version of a
document? Associated with information governance, the attribution of an archive
status will guarantee the uniqueness of the document.
Reduced search times
Mismanagement of
archives is often responsible for many difficulties in retrieving a document.
Scanning and the associated warranty of finding the right document will greatly
facilitate document searches. Regardless of the location, multi-site or not, or
even the location of offices, the digital
document will be accessible through the corporate intranet or a GED
application or content management. The search for an archived pay slip for an
employee who has changed service and function for example will be done in a few
clickswhen it was necessary to call beforehand and wait a few hours, or even
longer when these documents had been sent to a third archive. Human Resources
and Financial Services have an undeniable advantage in digital filing of
payslips and employee files.
Easy archiving for greater responsiveness
Successful
organizations must be able to respond to customer requests quickly. Digital
archiving also opens the door to a new commercial reactivity. For example, it
makes it possible to automate the transfer of customer information (data and
documents) into management applications.In addition to saving time and reducing
errors, this type of functionality makes it easier to create centralized
archive files and allows all the information about a customer to be collected
in one place. Commercial departments will be able to easily archive all of a
customer's parts, contracts, orders, etc. and add the other documents along the
water, a claim for example, even from another site, office or service. At the
same time, software checks may be launched to check in particular the
completeness of the files. More generally, this digital archiving homogenizes
the constitution of file. Therefore, the organization finds the ability to
easily find a same old piece claimed by a customer, which, by increasing
customer satisfaction,
