We want to scan our documents, how much does it cost? This was a query from one of our prospecting clients.
Do you want to scan or to digitize?
Is there any difference? came the reply
As companies are seeking support to transition to the digital space, a lot of confusion comes in with the language used and how they are understood. This misconception occurs due to misunderstandings or just lack of proper education on the digital transformation process.
Here are some of the common misconceptions.
Misconception #1: Digitization is same as digital transformation
Digitization is simply scanning your documents or simply automating your document processes. And digitization is digital transformation.
Truth: Digitization ( converting physical documents into digital editable documents) is just part of the process of digital transformation which involves rethinking and redesigning workflow processes and business models through the use of digital technologies.
Misconception #2 : Digitization is expensive and time consuming.
The cost of digitization and time investment outweighs its benefits. The Return on investment is minimal.
Truth : Yes this is true. The initial investment in technology and training can be high. But in the long run digitization saves significant time, money and resources. This occurs when workflow processes are automated. Productivity is enhanced leading to improved efficiency, easier coordination and faster decision making.
Misconception #3 : Paper is more secure than digital records.
Paper documents cannot be hacked.
Truth : Digital documents when properly encrypted and backed up are more secure than paper documents. Paper documents are susceptible to physical damage, loss and theft. Digital files can also be managed through controlled access and audit trail.
Misconception #4 : Digital files can be prone to loss
Misconception #4 : Digital files can be prone to loss and can be corrupted when you compare them to physical documents.
Truth : When digitizing proper backup and data recovery protocols are put in place. Digital documents can be securely stored across multiple platforms. This reduces the risk of loss in comparison to paper records which can be destroyed due to natural and unnatural causes such as floods and fire.
Misconception #5 : Digitization eliminates the need for human oversight.
Human intervention is not necessary.
Truth: Digitization comes with automation of the workflow processes. Human oversight is still crucial in maintaining data accuracy, monitoring automated systems and handling issues that may occur from time to time.
Misconception #6 : Employee adaptation to digitization is automatic
Everyone will immediately adapt to working within the digital ecosystem with digitization.
Truth : As human beings resistance is unavoidable with struggles to adapt to a new working environment, fear of job loss and learning new technology. Organizational change management is crucial. The need for employee training and coaching throughout the implementation process is a necessity. The transition has to be gradual, training and support systems are very crucial for a successful shift.
Misconception #7 : Every document and record has to be digitized
For all documents to remain relevant they all have to be digitized.
Truth : When digitizing priority has to not only be given to essential documents but also to archiving. Retention and disposal policy has to be put in place and adhered to. This would help in digitizing and managing your digital documents as an organization.
Misconception #8 Digitization is a one time process.
Truth : digitization is an ongoing process though the bulk cost is at the initial stage. There is a need for regular updates, software maintenance, data management and technology has to be optimized for maximum performance.
Misconception #9 Cloud storage is less secure
Cloud storage is less secure than keeping in local servers.
Truth: Well known and reputable cloud providers offer security measures which include encryption, multi factor authentication and regular updates which are lacking in many on premise solutions.
Conclusion
Eliminating these misconceptions will encourage organizations to embrace a strategic approach to digitization. This would lead to a smooth transition and returns on investment in the long term.