In business, dematerialization consists of a switch from paper documents to a directly editable digital format and can go as far as a “Paper Zero” policy when the substitution is total. It is necessary, once the documents have been digitized, to put an electronic document management solution in place so that they can be stored and modified if necessary.
Its goal is increased efficiency through electronic document management, and therefore lighter. While this solution has many advantages, there are still some obstacles to its massive application.
Overview of the advantages and disadvantages of this approach.
The benefits of dematerialization
Dematerialize to save space
One of the main advantages of document dematerialization is logistical: an archive room can hold the equivalent of about 23,000 pages per square meter. The current performance of digital storage solutions is changing the game. Today, a single Terabyte SSD (1TB) is equivalent to an archive room of over 43,000 square meters if word processing documents are stored there. This space-saving is a real opportunity for SMEs who often seek to optimize their premises.
You can better organize and protect your data
Dematerialization also leads to better monitoring and better traceability of documents, especially for people working remotely. Gathering all of your working documents on a paperless network is the key to a productive telecommuting day. Being able to work at home or on the move, as if you were in the office, becomes possible thanks to an adapted accommodation solution.
Typically, “electronic solutions” increase document security with a backup system that reduces the risk of accidental deletion. Controlled backup is an undeniable asset for every company. Dematerializing documents helps to limit the risk of loss or provides recovery solutions in the event of a disaster. All this is very limited, if not impossible, in an “all paper” mode of operation. To find out more about backup, an inseparable tool for successful dematerialization!
Focus on increasing productivity
The economic issue is also an undeniable advantage of the dematerialization of documents, especially in terms of printing and productivity of employees: it is estimated that an employee spends on average 15% of his time reading the information, and 50% of his time to look for it among all the documents. Thus, a clear numerical classification makes it possible to limit a maximum search time.
The disadvantages of dematerialization
Having to anticipate security risks
Dematerialization sometimes has disadvantages for some companies, especially in terms of data security. It is therefore important to use an Electronic Filing System (ECS), which prohibits any modification or deletion of a scanned document. In addition, the risk of losing digitized documents is also present, for example, because of a malicious attack. We must, therefore, ensure the security of the company’s computer network. Several good practices exist to protect against cyber attacks.
Master the technical management of dematerialization
Storage is another issue, as needs increase as the number of data increases. Companies, therefore, need high-performance and scalable hardware and turn to servers, which have an additional cost, both purchase and maintenance costs.
In order to control its budget, while optimizing the benefits and performance of a dematerialization strategy, choosing an outsourcer is a prudent and effective solution. For your info, for those using Android, the Billdu invoice app for Android is one of the best electronic billing software. Your provider has technical knowledge. He will help you and advise you to offer the best possible options for your SME.
Here’s a little help in choosing an outsourcer and why it’s important to partner with an IT provider. Hopefully, you get the benefits of reading this article.