ArchiDoc: Polish companies implement a paperless office

60% of large and medium-sized companies surveyed by the Outsourcing Institute to the order of ArchiDoc, belonging to OEX Group, work based on e-documents. Only 13% respondents implemented a digital office within the entire organisation.

Documentation digitalisation and circulation automatisation are increasingly more popular solutions at Polish companies. They are applied by 61% respondents surveyed by the Outsourcing Institute and ArchiDoc; however, 48% of them apply such solutions only in selected operating areas. Digital documents and workflow systems are mostly popular in the following departments: accounting, sales, office, HR and administration.

According to the respondents, the most important benefits of the office digitalisation process include rapid access to documents (87%), lower costs (85%) and a possibility of working over one document by many people at the same time (77%). The respondents also appreciate higher data safety (45%).

A digital office facilitates the everyday work of companies. Rapid access to information and automatisation of respective activities allow for the reduction of business processes implementation time. This is positively reflected in the customer service quality and it generates measurable financial and image advantages – says Konrad Rochalski, the President of ArchiDoc Management Board.

What problems must companies, which handle analogue documents, face? One of the most serious nuisance indicated by the respondents is a possibility of losing documents (79%) or destroying them (62%). A large inconvenience is also much time spent on searching for a piece of information (64%) and high costs of storing traditional documents (48%).

The most frequently digitalised documents at Polish companies include: invoices (53%), agreements (31%) and payroll and personnel documentation (24%). This also includes external correspondence, delegation and cost settlement forms as well as bank statements. Companies also scan documents characteristic for a given sector, e.g. claim documentation (insurers) or transport documents (logistics companies).

Documentation digitalisation and electronic information circulation are mostly applied in the areas related to customer service and within relationships with contracting parties. It is now more popular to implement such solutions in order to facilitate internal processes. For instance, employees’ e-files including a digital set of documents concerning a given employee updated with new files – says Konrad Rochalski.

What problems must companies, which handle analogue documents, face? One of the most serious nuisance indicated by the respondents is a possibility of losing documents (79%) or destroying them (62%). A large inconvenience is also much time spent on searching for a piece of information (64%) and high costs of storing traditional documents (48%).

The survey was carried out by the Outsourcing Institute to the order of ArchiDoc in July 2017 among 118 large (from 250 employees) and medium-sized (50 – 250 employees) companies.