A document management physical and digital is part of the dizzying expansion of industry 4.0, in which the main companies operating in the market have been making constant efforts to modernize their internal management processes and remain in compliance with the various technological advances that continue to emerge.
Within this context, it is not surprising that the digital environment is becoming increasingly dominant: a series of digital resources for conducting management processes has been increasingly adopted. This brings a strategic differential to businesses of all sizes and areas of activity and improves the results obtained to the same extent that it reinforces the public's perception of the brand.
In the field of document management, it couldn't be any different: modern electronic tools have been especially used by organizations, bringing significant improvements to the process of accessing and sharing their most relevant information, such as bank records, financial reports, contracts, etc.
However, many companies, contrary to the new market dynamics, insist on traditional documentation – often because they do not understand the real difference between the possibilities offered by the management of physical and digital documents.
For this reason, we explain here everything about the difference between managing physical and digital documents and presenting valuable organization tips. Let's go?
What is digital document management?
Essentially, the concept of digital document management is linked to the use of technologies aiming the storage and management of files containing relevant data and information of a company.
That way, when accessing a document, it is enough to log into an online platform and perform a search to find its digital version in a few seconds - instead of opening the closet and looking for it manually in the middle of a bunch of papers.
The difference between physical and digital document management
The digital revolution introduced all sorts of tools and technological devices for the operational routine of companies. Management software, artificial intelligence, cloud storage, electronic signatures and many other resources dominate the market, and companies' document processes need to be aligned with these transformations.
However, even with the advancement of digital documentation taking place at full speed, the practice of document management business documents in the physical scope it is still quite frequent.
In large part, this occurs because the digital documentation process still represents a novelty, so that there are rare cases in which some companies continue to carry out their document management exclusively in a physical environment – despite all the significant differences that exist between the two modalities.
Below, we list the main differences between the management of physical and digital documents, so that you can finally make the right choice.
Accessibility
One of the main differences between physical and digital documentation is the issue of accessibility. Digital files can be accessed and signed from anywhere, without the need for everyone who depends on these files to be in the same place – all it takes is an internet-connected device, such as a computer or cell phone.
Storage
Unlike physical documents, digital documents are saved on HDs, pendrives or the cloud, which, in addition to favoring the aforementioned accessibility, is also beneficial for the useful life of the document, since wear and tear due to the action of time is not affected. applies to the case.
Sustainability and cost reduction
Digital document management significantly reduces spending on document materials print, furniture and possible transport expenses – unlike the management of physical documents, which directly depends on these factors.
Therefore, in addition to being more financially viable, virtual documentation also represents an efficient solution from a sustainability point of view – something essential in these times when the market highlights the importance of the ESG (Environmental, Social and Governance) investment concept, which considers the relevance of the most diverse environmental, social and corporate governance aspects in the management of its processes.
Optimization of procedures
When we compare the management of physical and digital documents, it is clear that the latter promotes greater levels of productivity for any organization.
This makes perfect sense, since the advantages mentioned above allow professionals to dedicate time to other activities that are more relevant at a strategic level – not to mention that, the lighter the work, the greater the degree of satisfaction and motivation on the part of team members. .
Safety
Regardless of which management model will be adopted by your business, it is important that your files are stored in a secure space.
In the case of digital documents, this is not usually a problem, as there are platforms specialized in this type of solution.
Physical documents, on the other hand, are more work: they need to be stored more carefully so that they are easily accessed when really needed, while digital copies are made available among team members, to be used on a daily basis.
Benefits of digital documents compared to physical ones
The items mentioned above already help us to conclude that digital document management carries with it a series of advantages over physics.
In fact, it is only a matter of a short time before digital documents are 100% widespread in the market, since the advantages obtained with them are significant from several points of view, such as:
- agility in accessing documents and information;
- transparency in the company's management;
- expense savings;
- speed in the work process;
- control of the flow of documents and files;
- organized and intuitive classification of documents;
- sustainability and preservation of the environment.
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Good practice tips for managing physical and digital documents
In this topic, we highlight some important tips for your management of physical and digital documents. Check out!
Organizing physical documents
The process of Scan Documentation can take some time – so, even if you are determined to migrate to digital, it is worth checking out some tips for organizing physical documents, so that you can keep your records in order while you finish modernizing your company:
1. Categorize your files
To establish a good organization of your papers, the first thing to do is to divide your documents into categories. It is important that this categorization draws a logic compatible with your company's operating mode.
There are a series of criteria that can be followed, such as: issue date, department, type, customer name/CPF, registration number and many others.
It is worth remembering that time optimization is the main target of this separation – therefore, it is important to classify documents in the most objective way possible.
2. Standardize the organization
Organize your file according to how often each document will need to be accessed. Another tip is to methodically use the different materials available, such as boxes, folders and labels, in order to identify the location of your papers.
3. Establish an organization routine
Establishing document access control methods is a fundamental measure for keeping your files in order. Cleaning the site is also vitally important to preserve the useful life of your papers.
It is also essential to pay attention to the deadline for guard of each file. These deadlines are defined by the LGPD (General Data Protection Law), which regulates the discard of documents.
organizing digital documents
If your company is already properly digitalized, we can skip straight to this part. Although the logic of electronic file management is similar to physical files, there are some important details to note:
4. Standardize your folder structure
The organization of documents in virtual folders is one of the greatest advantages of digital management. Even so, you need to arrange your folders and files in a standardized way, or it will be difficult to maintain organization.
For archiving correct, create a root folder and several levels of subfolders as needed. Make sure your entire team knows the standard, so it can be replicated whenever your information needs to be updated.
5. Standardize file names
Naming files in a standardized way is essential for your organization, especially when using the search features of your digital document management platform. Think that the names of your digital files have the same function and importance as the labels of the old physical files.
6. Keep the backup up to date
The security of your data is a factor that cannot be overlooked. Important digital documents must be strictly protected.
Therefore, it is important that the manager ensures that digital copies of the files are kept on pendrives, external hard drives and cloud storage platforms. That way, even in the face of a possible accident, the document will never be permanently lost.
Now that the difference between physical and digital document management is clear, we are sure that you are more than willing to digitize your processes documents of your company, Is not it? So, how about getting to know ZapSign’s digital document signature platform? Just click here to check it out!
CEO of Henshin Agency and digital marketing consultant, fascinated by content marketing and an admirer of Japanese culture.
