The smallest building block of digitization

If companies want to continue to operate economically and marketably, there is hardly any way around digitization. Definable areas that can be digitized in a comparatively uncomplicated manner and at the same time bear a noticeable benefit are the document processing departments - from the mail room to contract management in purchasing to the personnel department. Files and paper stacks still determined the daily work routine here. The cumbersome search and the complicated exchange between departments additionally block central resources with routine tasks and make work unnecessarily difficult. It can almost always be said that the more document-based the workflows, the greater the potential for optimization through an efficient, digital enterprise content management system (ECM).

ECM as a door opener for digitalization
Nevertheless, many departments find it difficult to let go of the familiar file folders - for fear that important information could then be lost. But the opposite is true: ECM makes it possible to manage unstructured business information in the form of files, documents and media files in a structured way. For this purpose, existing analog files and documents are digitized, provided with metadata and then made available in a central location so that they can be easily found. Additional functions and defined workflows also automate and streamline routine processes, thereby greatly increasing the efficiency of administrative departments. In addition to digital management, documents can also be created automatically or semi-automatically directly in ECM: Instead of writing a contract in Word and then loading it in turn into the system, employees can save themselves this detour by using an integrated document creation tool. Filing and archiving are also completely eliminated; instead, employees maintain data once and at a central point. Documents are also much easier to search with automated text recognition. In addition, the right ECM offers better data protection than a lockable filing cabinet, since access authorizations are clearly regulated: For example, while employees in the HR department can view all personnel files, managers are only granted access to certain file areas of their employees. Digitized document management thus promotes employee mobility and the asynchronous communication that is becoming increasingly common in the working world to a considerable extent.

If the departments have recognized these advantages - and for administrative departments in particular they are obvious - they are usually open-minded about changes and have great charisma within the company. In this way, they can break down prejudices in a targeted manner and pave the way for digitization in an exemplary manner with the pilot project. Experience has shown that the following three areas are best suited for this entry:

1. better contract quality through digital contract management Many companies still manage their contracts in analogue binders and keep the master data in SAP - be it customer contracts or contracts with suppliers and external service providers. However, since deadlines have to be observed in order to terminate, extend or renegotiate conditions in good time, it is difficult for clerks to keep track of contracts that have been running for years. If these deadlines are not met with the utmost care and appropriate action steps do not follow, this can lead to late fees and unwanted renewals. With a digital contract management system, on the other hand, employees can review, evaluate, securely file, create and terminate contracts on a long-term basis. In the mailroom, the contract is scanned, indexed and clearly assigned to the responsible employee. An interface to SAP enables access to all necessary master data. The current document status shows whether the contract is being processed, will soon expire or has already been terminated. The system also provides workflows, deadline reminders and defined responsibilities that make administration easier and more secure. This allows the employees concerned to concentrate on their core tasks again: negotiating better contract conditions and implementing them in a lean system.

2. transparent, digital mailbox Many companies have already recognized the necessity and benefits of a digital inbox: A recent Bitkom research study shows that almost every second German company wants to do away with paper mail altogether. In order to cope with the increasing number of e-mails, a BUSINESS EXCELLENCE 15 quarter of medium-sized companies in Germany have already digitised their inbox. Incoming mail is scanned as it is received, assigned to specific topics using automated OCR text recognition, provided with meta data and finally stored in a digital inbox from where employees can retrieve and process the documents. E-mails and faxes can also be maintained and processed in such a system. The audit-proof logging of all processing steps increases transparency and the ability of the clerks to provide information. Processing times are significantly reduced and unnecessary costs avoided. Such a central "mail book" ultimately also supports the timely processing of incoming documents and inquiries.

3. streamline personnel work with electronic personnel files While many companies today already manage their personnel data via the SAP HCM module, record their data there and also archive it, there is still a lack of important functions to meaningfully digitize the HR department and to standardize and concentrate the file inventory. This requires, for example, a cross-file full text search in digital files and the ability to create appointments and resubmissions. This can be implemented with an electronic personnel file solution that is linked to an existing SAP system via an interface. Only in this way is all information on an employee centrally available and can also be shared with branch managers and executives or made available to employees for inspection according to defined read or write authorizations. In addition, documents such as certificates of employment or contracts of employment can be automatically created and stored in the ECM, eliminating the need for a word processing program. In order to securely store digital documents that cannot or may not be assigned to an employee, an additional employer file is also worthwhile.

Most important implementation decision: Cloud vs. on-premise
Once a company has decided to introduce a digital document management system, it is often faced with the decision of whether to use this service online from the cloud or to install the solution on its own in-house servers. While both models have their advantages and disadvantages, there is a lot to be said for the cloud, especially for those new to digitalization. It enables a simpler, more cost-effective entry: the IT department does not have to implement a new system on the servers, but the solution is available quickly and easily via an Internet connection - a major cost saving. In addition, the solution can also be used outside the office at any time, thus accommodating flexible working models. It has also been shown that several cloud applications can be linked more easily to form new solutions than on-premise applications. For example, a document recognition solution and a workflow system can be cost-effectively combined to create an invoice workflow - which is particularly beneficial for medium-sized companies that do not want to invest in a completely new solution. When selecting an appropriate solution, however, companies should always pay attention to the necessary data security and check that the cloud provider is committed to the strict German data protection guidelines.

Paperless office thanks to ECM?
Even if the paperless office is repeatedly invoked, it will probably be a long time before it actually becomes established. The legal security of digital documents has not yet been satisfactorily clarified, which in some cases still requires double record keeping today. In order to be able to present the relevant evidence in court if necessary, the most important documents, which are certified by a notary, for example, should also be kept in paper form. Thus, in the medium term, a completely paperless office remains a pipe dream, not least because of the habitual use of paper and the fear of losing control. However, since the legislator has now addressed this issue, it is to be hoped that the understanding of the importance of digitization for companies will change in the near future. Regardless of this, ECM is already accelerating operational processes and workflows in a sustainable manner and is increasingly determining competitiveness as a part of digitalization.
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