What is Digitisation?
Digitisation is not the same as a Digital Transformation. Digitisation refers to the automation, or digital mirroring, of a previously manual process. Thus, taking elements of a business model and converting them into digital using tech, software and platforms. Digitisation projects are usually milestones within a Digital Transformation roadmap and should tick at least a few of these boxes:
Improves customer or user experience
Releases efficiency gains
Increases capabilities of the individual or organisation
Increases capacity and leads to scale
Digitisation of poor processes will result in an amplified poor digital process. The organisation needs to be prepared to evaluate the process before it digitises and fix elements that may no longer serve a purpose or translate well.
What does it mean for my business?
The biggest challenge posed by paper-based processes is that they consume time, cause delays, errors, and require storage or safe disposal. Time to print the form, time to fill it out, time to scan it back into the system, renaming the document, saving it in the right place, redoing everything if the form is lost, filing it or shredding it – Friction!
The ADVANTAGE of converting paper forms into digital forms is that you can move from a process full of friction to a high-speed process with instant, accurate, and reliable results. Implementing Digitisation will put time and accuracy back into your business, and improve customer service and user experience.
Although there are certainly some paper-based processes that are very complex and necessary, the reality is they are becoming increasingly rare. With the ever increasing need to make working remotely a daily reality, paper-based processes have become more of a hindrance to business process and progress.
Why is Digitisation important?
Can a paper form become a digital asset? An asset is defined as “a useful and desirable thing or quality”.
It is not the form itself that is important, but the data on the form. The asset therefore is the data. Enterprise architecture principles state that data is an asset and therefore must be manged accordingly.
By converting your paper forms into a digital format, you gain and improve access to valuable data and information. By converting paper-based data collection into a digital process, in an instant the information you gather and process is compliant with regulations, immediately auditable, reportable, accessible, and secured in line with governing policy. You can assign rules, notifications, and reminders to the information, as well as digital triggers which set off other processes like RPA. Electronic and Digital signatures can be added and multiple instructions can be linked to the documents… and that is what Digitisation is all about!
How much does it cost?
These days there are very affordable products in the market and as more and more companies adopt automation technologies, the less expensive it will become. Typically there are monthly licensing fees with some setup costs. Costs depend on the complexity or simplicity of what needs to be done.
At Torch Solutioneers™, we have adopted a cost-effective licensing model that is competitive and provides a quality service.
How do I get started?
As with RPA, we recommend that you START SMALL. The first form conversion will be the slowest, but momentum will quickly grow. Think about some candidate friction-full processes within your organisation that you would love to see transformed.