In an increasingly digitalized world, the document management has become a fundamental part of the success of companies. Files that once lived in overstuffed drawers and dusty folders now reside on virtual servers and cloud storage platforms in the form of digital documents.
We are talking about a revolutionary transformation process, which not only brought agility and accessibility, but also unprecedented challenges for organizations.
Throughout this article, we will explain everything about digital documents, exploring the best practices at a strategic level that companies can adopt to manage them efficiently.
Continue reading until the end to discover how the digital revolution is completely redefining the way information is created, stored, shared and protected, and how your company can benefit from this change to boost its productivity and competitiveness in the market.
What are digital documents?
Digital documents, as the name suggests, are nothing more than electronic versions of information that was previously recorded on paper. These documents cover a wide variety of formats, including text, images, spreadsheets, presentations, and more.
The distinctive feature of digital documents is their existence in electronic form, which makes them easily accessible through most technological devices, such as computers, tablets and smartphones.
Because they were created, archived and handled in digital format, these documents eliminate the need to deal with physical paper, offering numerous advantages for their management, such as space savings, ease of search, remote, ecological collaboration and improved security – as we will see later.
What are the main digital documents available today?
The migration to digital documents represents a significant advance in the simplification and efficiency of processes, precisely because it significantly reduces the need for physical documents. In fact, this transition is not just limited to the corporate environment, but also extends to the daily lives of individuals.
Nowadays, a growing variety of documents essential for our identification, citizenship and professional activities are now available in digital formats, following this trend and providing greater convenience and accessibility. Below, we present some of the main digital documents that can be found today:
CNH (National Driver's License)
The digital CNH is an electronic version of the physical driver's license, valid throughout the national territory. It allows drivers to upload their license information to their smartphones, making it easier to present during traffic stops and at car rental offices.
(CTPS) Work Card
The Work and Social Security Card (CTPS) in digital format simplifies employment registration and provides easy access to the individual's work history. This makes it easier to apply for social benefits and speeds up employment-related processes.
CRLV (Vehicle Registration and Licensing Certificate)
The digital CRLV replaces the printed document and is used to prove the vehicle's regularity, including payment of IPVA and licensing. It can be accessed and shared electronically through specific applications.
Title of Elector
The Voter ID in digital format offers greater convenience during elections, allowing voters to quickly access information about their electoral zone and speeding up the voting process.
RG (General Registration) and CPF (Individual Person Registration)
Some states and government agencies already offer digital versions of ID and CPF, allowing citizens to have easy access to personally identifiable information.
CHT (Technical Qualification Certificate)
Used in several professional areas, such as aeronautics, digital CHT simplifies the process of proving a professional's technical skills, allowing them to upload their certificate electronically.
CDI (Digital Identity Certificate)
This digital document is mainly used for authentication purposes in online transactions and digitally signing documents. It plays a crucial role in ensuring information security and validating online identities.
CAM (Associate or Member Card)
In organizations of different types, such as clubs, associations and professional entities, digital CAM allows members to prove their status and access associated services more conveniently.
CR (Registration Certificate)
The digital CR is issued to individuals or legal entities who need to register firearms in Brazil. The digital version simplifies the process of controlling and regularizing registered weapons.
How should companies manage their employees’ digital documents?
Managing employee digital documents is an essential component of operational efficiency and compliance with business regulations.
As more companies adopt digital work environments, it becomes essential to adopt solid strategies to manage these documents in an organized, secure and aligned manner. objectives corporations.
Below, we discuss some essential guidelines for effectively managing employee digital documents:
Split Documents by Categories
To simplify the process of managing business documents, it is recommended to divide employee documents into categories. This may include categories such as personal, professional, certifications, medical records, among others. Each category can contain specific documents, making them easy to find and quickly access when needed.
Scan Physical Documents
Not all employee documents start out as digital versions – so it's important to digitize physical documents when possible.
It is worth mentioning that scanned documents are not the same thing as digital documents. While digital documents are originally created in electronic format, digitized documents are electronic copies of physical documents.
In the case of scanned documents, it is important to maintain adequate resolution when scanning documents to ensure that all details are preserved.
Adopt an Electronic Document Management System (GED)
A system of electronic document management is a powerful tool for companies that want to organize, store and manage digital employee documents effectively.
A GED enables the creation of secure digital repositories where documents can be categorized, searched and retrieved with ease.
Furthermore, these systems usually offer advanced features, such as version control, digital signatures and automated workflows, further streamlining document-related processes.
By implementing a GED, companies can reduce the risk of lost documents, ensure compliance with privacy regulations, and simplify the secure sharing of information with authorized employees.
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Reasons why companies need to rely on digital documents
The adoption of digital documents not only modernizes business processes, but also provides a series of benefits, as we will see below:
Accessibility
One of the biggest advantages of adopting digital documents is the fact that they can be accessed from anywhere at any time, providing greater flexibility and mobility for employees and teams.
Physical Space Savings
Digitizing company documents eliminates the need for storage physical space, saving valuable space in the firm's facilities.
Task Integration
Digital documents can be easily integrated into electronic workflows, enabling the automation of tasks and processes, saving time and reducing the occurrence of errors.
Process Standardization
Digital documents can be created with standardized models, promoting greater consistency in operational processes and facilitating employee training.
Practicality
The searchability and simplified organization provided by the digitization of document management makes information retrieval faster and easier compared to physical documents.
Productivity
The use of digital documents facilitates intense real-time collaboration between company teams and departments, significantly accelerating strategic decision-making – and, consequently, project completion.
Cost Reduction
By eliminating most paper, printing and physical storage expenses, digital document management results in substantial long-term savings.
Risk Reduction
Electronic document management offers total access control and audit trail, which significantly reduces the risks of loss, theft and unauthorized access to sensitive information.
Security
Digital documents can be protected with advanced security measures such as encryption and authentication to ensure the confidentiality of company data.
Sustainability
The transition to digital documents reduces the consumption of natural resources, contributing to a lighter environmental footprint – an extremely important factor, considering that, currently, the sustainability agenda has gained great relevance.
Legal validity
In many countries, digital documents have equivalent legal validity to physical documents when they are generated and stored in accordance with appropriate regulations.
please note that good document management requires a solid understanding of the available tools and strategies – whatever they may be –, as well as an ongoing commitment to organization and information security.
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