Document management is very critical for any organization, be it small or large. Every organization generates, consumes, collects, distributes and stores documents and that happens from a very early stage of its formation.
Given the benefits of digital documents and digital document management, most of the businesses are moving from physical to the digital space, however this movement is not a one step process. It takes a while for a mature organization to move from a pure physical document space to a pure digital document space. Also, there is a different approach that a new age company would follow compared to a legacy organization.
Based on our experience and interaction with several organizations, we have created a document management maturity model for various organizations and have also identified the reasons as to why different businesses are at different stages.
Maturity Stage-1: These are the organization who are still dealing with all documents in the physical form whether its document generation (Invoices, Agreements, Appointment letters), document collection (Invoices, Employee Documents, Agreements etc) or document archival. All stages of documents are managed and maintained in physical form.
The biggest reason for an organization to stay at this stage is the fear of losing documents (digital documents require a different level of technology support) or fear of general acceptability of documents (compliances, audits etc).
Most of such organizations are typically large and old organizations and experience inertia in moving to a new stage.
Maturity Stage-2: These are organizations which are still dealing with all documents in physical form whether its document generation (Invoices, Agreements, Appointment letters), document collection (Invoices, Employee Documents, Agreements etc) but have moved to digital document archival. These organizations convert their physical documents to digital form before these documents are stored in the archive.
These organizations are still operating in the physical space for most of their needs, barring the need to access older records which are archived in digital form as well and are accessible over the internet. These organizations have also created document backup for each physical copy in the digital form to cover the risk of losing documents.
Most of such organizations are typically large and old organizations and have overcome some inertia in moving to next stage.
Maturity Stage-3: These are the organizations which are dealing with some documents in the physical form while some of the processes have moved to the digital form. These organizations decide physical versus digital process based on availability of technology with the security covered and also their perception about compliance and audit space.
These organizations may also convert physical records into digital records for future reference and to create a backup of physical copies.
Most of such organizations are typically large and new age organizations and have overcome some inertia to move to the next stage.
Maturity Stage-4: These are the organizations which are dealing with all documents in digital form, whether its document generation, collection, distribution, consumption or archival. These organizations are tech focused, new age organizations and have the confidence in digital space, both, for security and compliance requirements.
Most of such organizations are typically new age organizations which are nimble and also quickly adopt to new technologies to better their efficiencies, however there are many large old organization setups which are quickly moving towards the pure digital space.
With current document management technologies (with digital
signatures & encrypted QR codes)
security ring around them, it’s possible to meet most of the requirements for any organization
completely shift from the physical to the digital space. However, to move to pure digital space,
organizations would still need a partner to help them convert the legacy into digital form,
compatible with new age technologies.
Kleeto offers services on both fronts. We provide you with unique features for the security of your documents while enabling complete shift to the purely digital space of documents, restoring your legacy with the new age technologies.