Why electronic document circulation is worth implementing?

Modern solutions in the field of digitisation and automation of back-office processes not only make it possible to optimise costs, but also support companies in digital transformation.

According to a survey conducted by ArchiDoc and the Outsourcing Institute, 62% of medium-sized and large companies in Poland use a workflow system. The electronic document circulation is implemented most often in financial and HR departments and in main offices. It is also used in the customer service and IT areas.

Replacement of paper documents with their digital counterparts, as well as automation of the entire document circulation process is one of the important elements of boosting the efficiency of the entire organization. Enhancement of business processes translates directly into the quality of end-customer service and fosters better relations with all other partners – says Konrad Rochalski, CEO of ArchiDoc, OEX Group.

Implementation of a workflow system makes it possible to arrange business processes and organise them based on defined circulation paths for a given type of a case. It facilitates precise monitoring of all steps of actions and reporting the late ones. Therefore, the organisation is able to diagnose the places where corrective actions should be taken. Quicker access to data that is simultaneously available to a number of users facilitates the taking of important business decisions. According to the data provided by WEBCON, implementation of a workflow system saves up to 60-85% of time, according to the type of circulation. It brings considerable financial benefits for the organisation.

Where to start?

The decision on implementation of the electronic document circulation should be preceded by an analysis of business processes in the organisation. Such an analysis will allow to examine the manner and time of implementation of individual actions and plan the way to optimise them.

The involvement of the company’s employees is crucial as well. Understanding of the aim of implementation of the solution and cooperation during the implementation of the project will let to maximise benefits – adds Konrad Rochalski.

When choosing the system, it is worth taking into account not only the present business requirements, but also the future development of the organisation. The solution should ensure wide range of functionalities, as well as simplicity and speed of taking actions. The choice may also involve issues connected with the manner of implementation – whether it will take place in a cloud or in the infrastructure of the organisation. The choice of the partner that will support the company in implementing the solution is also important. It is worth taking into account long-term cooperation that will enable the company to introduce changes resulting from the development of the organisation. Then, the company will be able to move towards business digital transformation.