From Compliance to Accessibility: Six Reasons to Embrace Document Digitization

In today’s fast-paced digital world, many Records and Information Management (RIM) professionals are adopting digital-first processes. While the move toward digitization offers numerous benefits, it also presents challenges. According to our 2023 State of the RIM Industry Report, 43% of respondents plan to invest more in digital document management within the next year, despite facing budget constraints. This article explores six key factors driving organizations toward document digitization, highlighting its importance for compliance and providing guidance on how to start your digitization journey within budget.

1. Scaling Efficiency

One significant reason to digitize documents is the challenge of scaling within an organization. RIM teams often face demands to do more with fewer resources, making time management critical.

On average, knowledge workers spend 1.8 hours daily searching for information—over nine hours a week. This lost productivity could be redirected toward more valuable tasks. Imagine if your team could locate essential documents in under 30 seconds. Digitization enables streamlined access to business-critical files, organized in a structured manner, freeing up time for more strategic initiatives.

2. Geographic Accessibility

Document digitization is particularly beneficial for organizations with multiple locations. This isn't limited to remote workers; it also applies to offices in different regions or even different floors of the same building.

Consider HR processes: hiring typically involves centralized paperwork. However, the logistics of transferring documents can be cumbersome. When a new employee's paperwork must move from one office to another, delays can occur. Additionally, employee mobility creates complications—how does a new manager access an employee's records if they move offices or departments?

Paper-based systems lead to inefficiencies and risks of non-compliance, especially during audits or legal proceedings. Digitization addresses these issues by making documents accessible from anywhere, ensuring that all necessary information is available at the right time.

3. Enhanced Access Control

Effective document sharing is another critical reason for digitization. Organizations often struggle with securely sharing sensitive information both internally and externally. Data indicates that a staggering 80% of employees use email to share sensitive documents, which has led to increased incidents of data breaches.

When documents are shared via email, multiple unsecured copies can circulate, increasing the risk of unauthorized access. By digitizing documents, organizations can implement secure sharing protocols that track who accesses what and when, while also restricting access to sensitive files. This level of control ensures compliance and protects valuable information.

4. Breaking Down Barriers

Many organizations rely on various technology solutions—like HR Information Systems (HRIS), Enterprise Content Management (ECM), and Enterprise Resource Planning (ERP) systems—to manage different types of data. These systems can become information barriers, making it difficult to maintain a comprehensive view of sensitive records.

Digitizing documents and utilizing digital records management systems help break down these barriers. Such systems can integrate with existing business solutions, making it easier to access and manage information across platforms. This not only enhances efficiency but also improves the overall security of sensitive data.

5. Confidence in Record Completeness

How confident are you that all your records are complete and up-to-date? Many organizations struggle to maintain comprehensive and accurate records, often discovering missing documents at critical moments—such as during audits.

A robust digital document management system can instill confidence by continuously monitoring records for completeness and compliance. With proper workflow and controls in place, organizations can ensure that files are updated regularly, reducing the likelihood of costly errors during audits or legal proceedings.

6. Effective Retention Management

Implementing a records retention policy can be challenging, particularly when managing barriers of information and relying on paper records. Organizations must ensure compliance with regulations governing the retention of sensitive documents.

Digitization simplifies retention management. Digital document management systems often include features that automatically trigger the elimination of records according to retention schedules, ensuring that documents are kept only as long as necessary. Additionally, these systems can implement "litigation hold" features to prevent the destruction of relevant documents during legal disputes, allowing organizations to adhere to compliance requirements while safeguarding their interests.

Getting Started with Document Digitization

The drive for document digitization ties back to the overarching theme of compliance. As an information professional, your role includes creating a secure environment for managing documents. Transitioning from paper-based systems to digital solutions significantly enhances your ability to fulfill this responsibility.

While large-scale digitization projects can be expensive, organizations can adopt a phased approach. By incrementally digitizing essential documents and storing them in cloud-based records management systems, you can achieve compliance and maintain control over sensitive data without overwhelming your budget.

In conclusion, embracing document digitization offers numerous benefits—from improved efficiency and geographic accessibility to enhanced access control and better retention management. By understanding these key drivers, organizations can strategically move toward a digital future, ultimately fostering a culture of compliance and security.