Digital Transformation: A Clearing in the Paper Jungle

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Change is hard, but success is easy when you embrace automated technologies to streamline the way you manage paper documents.

You know that change is good: You’ve mastered Microsoft Word and Google Documents. But you’re still kicking the tires on Workflow automation, Robotic Process Automation, and Artificial Intelligence solutions. Many leaders are stuck at this fork-in-the-road moment for the future of their management systems:

  1. The “It’s worked for us for all these years” dilemma. Many businesses can’t wean themselves from paper-reliant legacy processes. Many generational businesses have centuries-old “secret sauce” recipes that keep their customers coming back – and file cabinets clogged with useful but inaccessible data-extraction methods.
  2. The “Wait, it’ll do these things, too?” moment of clarity. You find yourself looking at screens that give you exactly what you want, precisely when you need it. You can track everything from the progress of filling an open position to managing raw data with outdated document management systems.
this pile of paper can be scanned and digitized

Digitizing documents for extracting data efficiency

Like many of your peers in other industries, you’re focused on delivering enhanced services to clients, customers, and employees. You also have another thing in common: technological evolution isn’t a straight-line proposition. Not everyone in your ecosystem is moving at the same speed. You have partners focused on data extraction, and customers focused on storing physical documents. You have employees eager to understand machine learning. Not all of them are ready to turn the page on paper. So, what do you do?

McKinsey Insights Research proves the majority of companies are converting physical documents into digital formats regularly.

Research from McKinsey Insights reveals that 70 percent of companies have at least piloted digital transformation solutions. The results are clear: They found out that digitizing forms streamlines data sources, enhances productivity and transparency, revitalizes the customer experience, and ensures security – all of which deliver cost savings – and start reducing reliance on paper-based processes. Research across all industries shows that optimizing your company’s digital approach empowers employees to turn a “But that’s the way we’ve always done it” culture into an “Anything is possible” environment.

Create value for your management system

You prove the value of your digital transformation by showing clients and customers the many ways they can realize significant gains by taking steps toward digital evolution. Get them to accept small changes – and the potential for big successes efficiently and profitably. You can scan paper documents to save space and worker hours, streamline the hiring process by digitally collecting, tracking, and storing candidates’ essential documents, digitize the process of reviewing, routing, and approving invoices, and integrate with existing digital information platforms to create a first-ever single source of truth. 

Content management as an essential part of decision manking.

A study by the MIT Sloan School of Management showed that 92 percent of companies are seeing returns on their digital optimization and follow that initial commitment with smart investments in complementary technologies – all with the knowledge that they’re just getting started down the road to digital transformation. With the right tools, they are finding value in digitizing documents as part of an ever-evolving array of new real-time solutions to create management systems around business intelligence.

Make Document Digitization work for you

Companies are like the people running them. Some don’t like change in process automation, and some worry about the ROI for the cash outlay, employee retraining, handling sensitive customer information, and client response to this digital evolution. But leaders across all industries look for solutions to make their products better and more accessible, to make employees more valuable and valued. They all want their business to thrive but often need to see how modernizing can help them evolve. That bold next step can even involve paper documents – for adding “Digital Transformation” to the top of the to-do list. 

Generate hybrid solutions with Digital Documents

Committing to a digital transformation is not a one-way street. It is the bridge between the “physical world” you operate in now and the “document management systems” of your future. Forward-thinking management teams whose teams work with legal documents, paper files, and financial data can find ways to evolve into systems where turning a physical document into digital files becomes the new normal.
hybrid document process solution

From document scanning services to data extraction methods, companies can build processes for electronic versions and relevant data that streamlines the way they do business. Saving time, money, and focusing on new initiatives will replace dealing with customer data and paper records.

Questions about document digitalization

If you are still unclear about what digitized documents and digital files can do to improve your operations, check out this question-and-answer section:

What is document digitization?

Document digitization is the business process for converting physical paper documents into electronic formats to assist with data extraction, among other tasks. Companies use scanners or other digital capture devices that, among other benefits, can help eliminate physical copies and change data capture through cloud storage. Digitized documents are stored in digital databases to make them easily accessible, searchable, and shareable. This transformation improves business processes and scanning capabilities, as well as enhances storage capacity for relevant information. Electronic documents reduce the need for filing cabinets, create a central repository for data, and extend the lifecycle of sensitive information because, unlike paper, they won't be damaged through frequent handling.

GRM can take you throughout the process and perform high-volume digitization of documents

GRM Information Management is a leader in document digitization, offering businesses a seamless transition from paper-heavy environments to efficient digital workflows. Our team works closely with clients to understand their specific needs and crafts a tailored digitization strategy for them. Leveraging state-of-the-art scanning equipment and sophisticated document management software, GRM ensures the integrity and quality of every document digitized. Moreover, our comprehensive approach ensures that businesses not only achieve digital transformation but also reap its full benefits, making GRM the ideal partner for any organization looking to modernize its document management processes.

learn more about high volume document digitization and our document scanning services

Do I have to give up paper documents completely?

No, going through a document digitization process doesn't necessarily mean you have to give up paper completely. The primary aim of digitization is to create digital copies of important documents, enhancing accessibility, storage efficiency, and data retrieval. However, many businesses choose to retain certain paper documents for various reasons, including legal obligations, backup purposes, or specific operational needs. The decision to keep or discard physical copies is often a matter of business requirements and personal preference.

GRM Will help you find the right balance

GRM Information Management respects and understands the diverse needs of businesses. While we champion the benefits of a digital-first approach, we also recognize the importance of flexibility in operational decisions. As a result, when partnering with GRM, businesses can opt for a hybrid model, where both paper and digital documents coexist. Our team offers guidance on best practices for document retention and can help companies strike the right balance between digital and physical records. This way, clients can leverage the advantages of digitization and cloud storage while retaining essential paper documents as they see fit.

Learn more about our blended solutions for paper files, cloud storage and automation

What are the different types of document digitization?

Document digitization can be categorized based on the method used or the type of document being converted. Here are some different types of document digitization:

  • Scanning: The most common method, it involves using scanners to convert paper documents into digital images, usually in formats like PDF or TIFF.
  • Optical Character Recognition (OCR): Post-scanning, OCR technology is used to recognize text within the scanned images, turning them from mere images into searchable and editable documents.
  • Book Digitization: Specialized scanners or cameras are used to digitize books without damaging them. This often includes flattening curves and removing shadows introduced during scanning.
  • Photo Digitization: Conversion of printed photographs into digital image formats such as JPEG or PNG.
  • Audio/Video Digitization: Analog audio or video tapes are converted into digital formats like MP3 or MP4.
  • Microfilm/Microfiche Digitization: These are older methods of document preservation and are digitized using specialized equipment to convert the tiny images back into readable and accessible digital formats.

GRM can perform all methods of document digitization

GRM Information Management offers a comprehensive suite of digitization services, addressing all the types mentioned above. Our advanced scanning services ensure high-quality conversion of physical documents and photographs. With OCR, we transform static scans into dynamic digital files, enhancing searchability and accessibility. Our specialized equipment can handle the unique challenges of book, microfilm, and microfiche digitization, preserving the integrity and quality of the originals. Furthermore, our audio and video digitization capabilities allow businesses to revive and leverage old media content. Partnering with GRM ensures that no matter the type or format of a document, it is aptly digitized, preserved, and made accessible for modern business needs.

Learn more about digitization

What are the different types of document digitization?

Records digitization and digitalization are often used interchangeably, but they denote different processes. Records digitization refers to the conversion of analog formats, such as paper documents, photographs, or audio tapes, into digital formats, like PDFs, JPEGs, or MP3s. Examples include scanning a paper document to produce a digital copy or converting old VHS tapes into digital video files. On the other hand, digitalization is the broader transformation of business operations and processes through the adoption of digital technologies. Examples of digitalization include implementing a digital records management system where files are created, stored, and managed electronically, or using advanced analytics to gain insights from the digitized data.

GRM has an extensive experience in digitization and digitalization of documents

GRM Information Management is adept at both records digitization and the overarching digitalization process. For digitization, we've helped businesses convert vast archives of paper documents, old films, photographs, and more into organized, searchable digital databases. Beyond just digitization, GRM's expertise extends to the digital transformation of business operations. With our advanced digital solutions, businesses can automate workflows, integrate systems, and leverage data analytics, ensuring they're not just converting records, but truly capitalizing on the opportunities the digital era offers. With GRM, it's not just about having digital files; it's about transforming the way businesses operate and thrive in the digital age.

Learn more about records management by GRM


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