Dematerialization

What is Dematerialization?

 

Dematerialization is a term that describe the tendency for activity to require less materials with time.  For Business, it is used to describe the process to move paper document to digital format through digitalization.

 

The concept of digitalization, synonymous with digitization of data, has benefited from the developments linked to recent technology transformations.

 

Today, the concept is based on a more globalizing basis that can be summarized as follows: Upgrading businesses for the systematic use of digital technologies and social media

 

Dematerialization of your business must make improvements on all fronts and especially in the organization of work by using digital work methods and tools to improve the efficiency of productivity and business performance.

 

Customizable, secured , flexible, and easy to use document management software is important to dematerialize your business.

 

Your Solution is DocuXplorer

Why Dematerialize?


Here are the most common opportunities that will take you to the digitalization of your business:

 

To protect your data
As part of a disaster preparedness strategy, dematerialization is an important step towards protecting your data, which are the most important assets of your business. Paper documents can burn. They can be damaged or destroyed by smoke and water. So, in the case of a catastrophic event, dematerialization will allow you to make the backup of your digital gives and place it in a rental out of your office. And the beauty of digital document maintenance is that they can be stored simultaneously in multiple locations.

Increase business efficiency and integrate systems
Scanning paper documents can help create a seamless digital workflow that integrates current and old records. If a scanning program is robust, it is much easier and faster to retrieve and display digital documents rather than original paper documents, especially for critical situations. This can, in turn, reduce the time taken to respond to customers.

To improve access and use

Scanned documents can be entered into an archiving system so they can be quickly accessed by staff. They are available for viewing (depending on access 
restrictions) to multiple users simultaneously, including on portable electronic devices. Digitization can help agencies take advantage of new technologies and the flexibility of support staff to access files in any location. Scanning allows you to continue to access and use the information even if the source registration is destroyed, damaged or stolen accidentally or maliciously.

To save physical storage space

The elimination of source records, after quality assurance processes have taken place, can save organizations significant costs in the long-term storage of hard copy records. However, only the source records that are covered by your company’s current retention policy can be eliminated.

Example – Your business has accumulated a room filled with records of a recent restructuring. They are located in an expensive office space needed to accommodate the staff. A digitization project is planned to reduce physical storage requirements and to meet access requirements for recordings. Following the successful completion of the project, the Office may be renovated for another use.

Digitized records can be used as evidence in court proceedings
Agencies can scan documents and destroy the source record, keeping the scanned record in place of the original. This can result in reduced staff time to 
locate the right files, especially for legal discovery.

Improve the security and audit of sensitive or high-risk documents
By capturing the digital recording of your documents in your archiving system, you can ensure that the appropriate audit logs are kept to indicate who has 
viewed, edited, distributed, or exported specific documents.

As part of your digital continuity strategy
Implementing your digital continuity strategy includes the preference for digital formats when you are looking at processes or systems or implementing new ones. Finally, almost all your information will eventually be created, stored and digitally managed. Redesigning business processes and practice for the transition to digital formats may include a digitization component.

To preserve information resources
Some companies hold paper documents that have long-term commercial use. These can deteriorate, especially if they are frequently used. Scanning can protect files so that interested parties can access the scanned version rather than the original paper documents, which saves them from further damage.

Example – An architectural firm has construction plans dating back to the first European colony. These are still used today to check the architecture 
structure for security and remodeling. However, they are old and fragile and are damaged by physical manipulation. Global Bridge can help you plan and digitize the construction plan at a high quality, and then restrict access to physical records.

How to Dematerialize?

Prepare your business

In the age of the internet of Things (IoT), social networks, connected devices and all-digital devices, companies need to adapt and reinvent themselves. Preparing for digital transformation is a complex operation that requires the organization to have employees, customers, and management teams buy-in, comprehensive data migrating procedures, Digital migration tools , and start with business process analysis. 

Business process analysis and improvement

The process of dematerialization begins with the analysis of the company's processes. Before implementing a dematerialization plan, it's best to start by looking at your business processes.  Here are some selected questions to answer during the business process analysis:

  • What is the organizational structure of your business.  Is the company organized by services such as accounting, human resources, etc.? 

 

  • What needs to be done with these documents (i.e. you are simply archiving documents, or will you use them on a daily basis)?

 

  • How do workers manage these documents now (i.e., documents shared by a number of workers, do they have to be faxed, printed or e-mailed, should the documents be shared with users in a remote location)?

 

  • What information do you normally need to search for a document (i.e. name of customer or supplier, invoice, social security or other number, date, type of document)?

 

  • Do you just want to archive documents or use documents in a Workflow?

 

  • Beyond the immediate goal of digitizing your paper documents or organizing your electronic files, what other business process improvement goals do you expect to achieve

 

  • Taking into account the business processes listed above and the specific needs of the business, we can set some ground rules for the taxonomy to setup your digital library to get the best results with our document management software, DocuXplorer.

Taxonomy

Taxonomy is a practice in which objects are arranged and classified to provide a dynamic and adequate structure; something that is now being used within document management solutions to streamline an organization's workflow. The term "taxonomy" comes from The Greek, and that literally means "method of arrangement."

Our document management taxonomy consulting services are customized to meet the unique needs of each client.

 

Document security and filtering

Document security is very important for business operations. Essential business information that has fallen into the wrong hands can be detrimental. Document filtering and security have always been a major concern when it comes to documenting management software. Automated workflow ensures the security of documents only by granting access to documents to company personnel who are authorized to review and approve the issuance of the documents.

DocuXplorer can be customized to allow and deny access to users based on their position in the organization. Once a user logs in to work on a document, they leave an audit trail visible.

 

Automatic workflow integration

Companies generally have internal mechanisms through which processes such as purchase requests, purchase orders and payment of goods and services received are submitted before they can be approved. Organizations that are still heavily dependent on paper must physically take the documents from the various managers for approval.

Organizations that have adopted paperless lying document management software like DocuXplorer are able to take advantage of an automated workflow framework where all these independent processes are required to control in a way transparent and dynamic. 

 

Improved efficiency

The review, as well as the business document approval process, is simplified as documents circulate in the workplace in accordance with the rules set out in the workflow model.

Since office workers do not have to physically take documents in different departments for approval, DocuXplorer's automated workflow document management software increases the efficiency of the office since workers will be able to use this time for other productive tasks. To say that time is money that best explains this point.

Backing up your data

No matter how big your business or organization is, data is undoubtedly one of your most valuable assets. In today's business environment there is a massive growth in data that needs to be stored electronically, mainly due to the intensive use of the Internet to transfer it, access and use of information for commercial and personal purposes.

There is no one-off solution to keep your original data safe. That's why solutions are dependent on your choice:

  • Backing up your data in a rental away from your company's servers.

  • Back up your data to a cloud backup service, such as "My Secure Backup," which is stored in a secure DocuXplorer location.

 

Data security and integrity

For IT professionals, business owners, everyday users, computer security and the security of all documents is a very big concern. Today, most documents are stored in digital form.

 

The DocuXplorer document management software does something that is extremely difficult to do with paper folders. It follows who made changes to a file, when and what changed. This is called a checktrack. If something about a document is incorrect, it is very easy to go back, see when changes have been made and what changes have been made. Not only does this audit trail include cases where the document has actually been changed, it includes cases where the document has simply been opened. This means that if someone has managed to get access to a file that should not have access to at all, it is easy to know how this happened.

 

Encryption is another important feature that adds to the security of document management software. Encryption makes information unreadable to everyone without the appropriate credentials. The encryption available today in business and even consumer level products is extremely secure. The chances of being able by the brutal force of hacking into an encrypted file - which means trying to decode encryption without having the powers - are essentially mathematically impossible.

 

Exceptional technical support is important

A document management provider must be able to provide your business with a safe place to store your files and files. In addition, it must provide a configuration for indexing, archiving and access to documents belonging to your business in an organized and efficient manner.

 

As you begin searching for a document management provider for your business, it is important to remember how crucial it is that it is able to provide you with good technical assistance. This document management provider will become more or less an extension of your business. 

 

One of your questions to a potential document management provider should focus on the level of technical support they offer. You want to make sure that if there is a problem with your document management solution, you will be able to reach someone who is able to solve your problem. Keep in mind that many of these providers may be located in different time zones than you or your business, so it's important to ensure that they will be able to provide you with adequate support when you need it.

 

Microsoft Office integration

The integration of DocuXplorer and MS Office makes it easy to edit office documents while working directly in these applications. Our integration with Outlook also allows users to save emails and attachments to DocuXplorer as well as attach documents to new emails from Outlook.

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