Digitising/Scanning a document doesn’t immediately result in an accurate complete reliable reproduction of the original source document. This is because an organisation needs to be able to prove that the reproduction made is an accurate, complete reliable reproduction of the original source document which can be used in place of a physical source document. To do that you need a Digitisation Framework.
HOWEVER BEFORE WE ADDRESS THIS YOU NEED TO CONSIDER UNDERTAKING THE FOLLOWING FIVE STEPS:
DEVELOP
Develop and Implement a Digitisation Strategy and or Policy endorsed by Executive
REDUCE
Ensure you have reduced the quantity of paper received by the organisation via any incoming hard copy mail process
IDENTIFY
The business areas and processes involved and Digitisation roles and responsibilities
IMPLEMENT
Implement a Digitisation Framework
IMPACT
Be Aware that Digitisation of paper documents will have a major impact on the following..
- Business Processes
- IT Infrastructure (processing/performance and digital storage requirements), and
- Process of Digitisation/Scanning
DIGITAL TRANSFORMATION
Digital Transformation is about how technology will facilitate organisations to optimise their internal business processes and simply and seamlessly connect and interact with their stakeholders such as customers, suppliers, partners and other interested parties. So this is really about the People, Processes, Technology and Content/Information. The transformation occurs via the practices that are put in place. Without the practices there will be no transition.