Archive digitization

An archive is a repository of information. Information on paper is difficult to access if one wants to find specific information. Digitizing an archive greatly increases the findability of information. The basis of a digital archive is achieved through the digitization of the underlying business processes, in which a major efficiency improvement can already be achieved.

Archive digitization, what does it involve?

Archives can be digitized in 2 different ways. Well known is the scanning of paper documents, storing Office files (Excel, Word), or PDF files in a digital location somewhere on the network. It is very important to make good arrangements regarding the structure, because otherwise you will quickly end up with a confusing collection of documents.

The second approach involves starting at the source and digitizing the business process with, for example, a forms tool. The collected information is automatically stored as a digital archive. With this approach, there is also immediately a clear structure in the archive, which ultimately helps the user tremendously when searching the archive.

Why digitize an archive?

So digitizing an archive is not an end in itself. If you are going to digitize business processes, however, the digital archive is a welcome side benefit. So the advantages of digitizing business processes are not only in the more effective handling and monitoring of business processes. The information collected with the digital forms is also automatically stored conveniently in a central database. This makes this information easy to retrieve via smart overviews and reports.

As a result, searching a digital archive is greatly accelerated and simplified.

The benefits

An efficient digital archive must be easy to use. This can be done by setting up the structure properly, but also by using smart filters on certain keywords. When you optimize business processes with digital forms, this is almost automatically taken care of.

However, the benefits of digital archiving go beyond quick access to information. Compliance, demonstrating that work has been done according to agreed agreements and requirements, is also an important reason to have your archive in order. In addition, more and more organizations are analyzing information from different perspectives to learn from it. With a digital archive based on digital forms, you can make this data available without intervention for BI tools, for example. That’s when data really starts to work!

• Information is quicker and easier to find.
• Digitization of business processes leads to more efficient handling and monitoring of these processes.
• Information is automatically conveniently stored in a central database.
• Searching a digital archive is greatly accelerated and simplified.
• A clear structure helps users find information.
• Meeting agreements and requirements becomes easier to demonstrate.
• Data can be easily analyzed with BI tools.
• Rights and authorizations are easy to set up.

The simple tool to digitize archives

By digitizing business processes first with LeanForms, you kill 2 birds with one stone. When the business process is handled, the quality of the data is monitored through the use of smart input checks, or by using standard selection lists, for example. Through authorization at the user level, the employee also preventively monitors the correctness of the data before it disappears into the digital archive. Access to the data is also easy to set up with permissions.

And by simple, we mean really simple at LeanForms. Without the intervention of IT specialists, LeanForms’ no-code forms tool lets you get started right away.

Step-by-step approach

When setting up a digital archive through business process digitization, it is important to first describe a good blueprint of the business process. It is then immediately clear which information will end up in your digital archive. Take the ‘80/20 approach‘, which limits the amount of information but also makes it clearer.

Although our proposed approach will work for virtually any business process, it is recommended to start with the business process where the need is greatest. The learning moments you gain here can be used later when digitizing the other business processes. It also allows the employee to grow with the new way of working. With a successful implementation of the first business process, the oil slick will spread by itself.

And what does that cost? Our clients save at least 30% time savings in administrative processes and have more oversight and control over their business processes. The return of investment (ROI) is often achieved as little as 2 man-hours per year per employee.

Do you also want to set up an archive where you can easily monitor and analyze data? We are happy to show you the extensive possibilities. Without obligation, of course.