Digital Process

Transformation
A 5-level strategy to accelerate
innovation
Level 2 Transform document management
Summary
Introduction.............................................................................................................................................03

Five basic components of ECM......................................................................................................... 07

Tools that streamline and speed up the daily activities................................................................13

The benefits of organizing and transforming your document management...........................22

Meet the SoftExpert Suite....................................................................................................................23

 Introduction

In the first eBook in this series, we talked about the Companies lose a lot of money just by not being able to
importance and benefits of eliminating paper documents find or retrieve existing information. This financial loss
and turning them into digital information. increases even more when we think about the resources
that are wasted in having to redo the same work.
We have seen that digitalization fully improves the speed of
distribution of records and the reliability of demands, saving Hours or even days of employee work are lost that could
money and time when sending and storing documents.
be directed to perform other required activities. This is
why it is so important to transform the whole way your
In this second eBook we will look at Document Management
digital files are managed.
Transformation. Of course, the first level, digitalization, is
already a great initial step towards digital transformation.
However, it is no use if electronic documents pile up and
become disorganized.
We invite you now to learn
about the advantages
of organizing your
business content.

Let’s go?
Although file search engines continue to improve, maintaining
and organizing our documents today becomes a competitive
advantage, because in the digital economy time is money.
So, to start this subject let’s list some reflections:

Can you easily recover old versions of your documents?

Can people and teams located in different geographical

locations edit the same file remotely and
simultaneously?
The previous questions should be asked
to understand the level of document
Are your digital documents protected and centralized in
a single system and can you easily track them? management maturity in your company.
If you answered "no" to at least one of
Are there established rules for classifying and archiving them, transformation should begin.
your digital content?
 This means that paper documents, scanned images,
spreadsheets, audio and video files do not have a single
origin and that their storage is conducted in different
ways, involving cabinets, personal folders, network
directories, e-mail folders, cloud sharing services, and
others.

Structured content, in turn, starts in a more organized

form. In these cases, there is usually a database, which
controls the information according to standardized data,
Start looking for an Enterprise Content Management (ECM) such as dates, names, products, among others, making
solution. It is a tool that transforms unstructured content the whole management process much easier and safer.
into structured content. But what does this mean? But ECM goes far beyond this.
But what does this mean?
Next, let's learn a bit more about the 5 basic
About 80% of the data generated by companies is classified components of this solution.
as unstructured content.

1 2 3 4 5

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1 Agile information capture
Managing an organization's content starts with capturing and importing information into a secure digital repository. It can be
any type of document created, captured, stored, shared or archived, including:

Receipts Reports Invoices Spreadsheets Contracts Forms

To capture both digital and printed information, an ECM must have scanning and optical character recognition (OCR)
capabilities. The tool helps to automate data entry tasks, thus reducing human error and enabling tracking of large volumes
of data.
2 Secure and centralized storage
How does your company store files? According to the methodology on which
ECM is based, it is important to allocate the data in a single standardized digital
repository. More than that, a robust ECM system must enable:

Organizing Document Designating which

documents according Classification and users can view, edit
to a flexible folder search based on and create
structure. metadata. documents.

The data library requires regular backups and continuous updates. This
ensures the security of the information, reduces the risk of loss, and
allows users to always have access to the latest version of a document.
3 Full Management
This element refers to the management of all documents captured during the stages of its life cycle. Management tools
will vary according to the needs of each business. They typically include:

Content Workflow for business Archiving management

collaboration process management to simplify indexing,
retention, and
rationalization.
 4 Robust data preservation

Data has become one of the most important assets for

companies today, which is why it is extremely important
to ensure that all collected information is protected and
securely maintained.

Reliable long-term storage is key for regulatory

compliance and to ensure that you have everything
accounted for whenever you need it.

To ensure data are fully preserved, they should require

passwords, two-factor authentication, encryption, and
other security steps.

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 5 Easy delivery

Finally, the data must be available for the right people simply and
quickly. For this to happen, the folders must be well structured and
logically organized.

The delivery process can include distributing media for end-user

access via websites, social media, intranet, or even printed
documents. Security is critical in this part of the process so that
unauthorized edits and access are prohibited as data is moved
from one place to another.

The data library can be integrated with other platforms to perform

specific routine tasks automatically.

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 Information is
Data is published internally or
The basic ECM process has all five captured on a company website
ECM components working together
to organize and disseminate
crucial business process
information throughout the data
lifecycle.

In short, we can outline the Information Old, outdated or

following path for a document in is archived unused information
automatically and is periodically deleted
the solution: securely to save space
In order to ensure this whole process is
conducted effectively, ECM has different
tools that streamline and speed up the ECM
daily activities of a company.

Learn more about some of these

main tools below:
 Optical Character
Recognition (OCR)
Optical character recognition (OCR) is the process that converts
an image of text into a machine-readable text format. For
example, if you scan a form or receipt, your computer will save
the scan as an image file.

You cannot use a text editor to edit, search or count the words in
the image file. However, you can use OCR to convert the image
into a text document with the content stored as text data.

OCR Document Scanned OCR Text

Scan Image File Document
 Using OCR ensures saving time and resources that would otherwise be required to manage non-searchable data.
Once transferred, textual information processed by OCR can be used by businesses more easily and quickly.

The benefits of OCR technology for businesses include:

Elimination of Saving resources Reduced errors; Reallocation of physical Higher productivity.

manual data entry; and time; storage space;

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Digital Signatures
Global partners, working from home, and the demand for
paper savings make digital signatures an important
component of ECM.

Digital signatures are like electronic "fingerprints" with a

high level of security. Using complex algorithms and a set
of private and public keys, the document is encrypted
before it is sent. To digitally sign a document, you need to
use a Digital Certificate issued by a Certificate Authority.

The certificate is also an electronic document that can be

stored on your computer, on a USB drive, or in mobile
applications, and will be required to attest to the
authenticity of your digital signature.
 A digital signature must have the following properties:

Authenticity Irreproachability
Whoever receives the document If the document is changed, Whoever issued the document
must be able to confirm that it the signature shall no longer cannot deny its authenticity.
was signed by the signatory. correspond to it.

Given this enhanced security level, it is suitable for signing documents with a higher risk or that will be kept for long periods.

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Formulários eletrônicos
Businesses have forms for EVERYTHING! And,
depending on the industry, the forms filled out daily
may seem endless.

As a result, it's understandable that as companies

seek to streamline their processes and migrate to
digital solutions, one of the first activities to be
transitioned are forms.
We can highlight as key benefits of electronic forms:

Eliminating the need for paper Assigning forms to team members

and printing by recording and receiving notifications upon
everything online in one place; completion;

Easy access to information for

Reviewing, editing, and
reporting and continuous
approving form submissions;
improvement purposes;

Creating custom fields and including

Triggering workflows automatically
formulas to meet the specific needs of
through forms;
each business.
Version control and
document history
This feature enables establishing the document
revision control rule, which can be via a standard
workflow or customized according to your
company's needs.

Furthermore, you can monitor the change history

and see the exact day and time when information
was modified, deleted or added, and by whom.
 Full Text Search
The Full Text Search tool aims to find a match
for the searched result in a text base. The idea
is to find a word or phrase that the user wants
in a large quantity of documents. In general,
even if the user does not remember the exact
title, they will be able to access the data they
need. Unlike the traditional search that returns
only exact matches.

With the evolution of this type of search, ways

of finding the required data by approximation
(stemming) as well as to ignore words that
would have a match in a very large number of
documents were introduced, being considered
stop-words.

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The benefits of organizing and transforming your document management
Every organization needs to centralize information and have access to agile classification, filing, and storage of electronic
documents, making it easier to locate them and mitigating the risk of fines due to noncompliance with regulatory obligations.
Therefore, we can highlight the benefits of this second level of digital transformation:

Information is readily available, easy to navigate, and

easier to protect.

Optimized work and collaboration.

Processes and procedures are defined,

diagrammed, and documented.

Documents to support compliance are easily

accessible.
 The most comprehensive corporate solution for integrated
management of compliance, innovation and digital transformation.
It offers specialized tools for transforming paper into valuable
business content.

Now that you know the Automate the organization of your digital documents in an easy way.
The solution allows you to securely manage content and information
benefits of organizing throughout its lifecycle. With the tool you can analyze and classify

and transforming your structured documents, such as forms, or unstructured documents,

such as requests or informal records. The software uses optical
document management, character recognition (OCR) to automatically capture business-
relevant information. As a result, it eliminates manual data entry,
learn more about streamlines operations, and speeds up the availability of data in the

SoftExpert Suite. system.

The combination of ECM capabilities with the business process

management (BPM) solution provides a solid infrastructure for
content management, regardless of the type (physical or digital).
The solution integrates with existing governance practices, offering
flexibility to customize dashboards (portals), reports, and workflows.
Hierarchical document classification
Automatic document numbering (taxonomy)
Quick search from any text in content or metadata
Electronic signature with digital certificate
 Level 3
Now that all your business content is organized and
your document management has been transformed,
take a moment to consider: How are your processes A 5-level strategy to accelerate
today? Are they manual, inefficient, and error-prone digital transformation
wasting time and resources?
Automate your processes

In this case, you can be sure that process automation is This ebook presents the third
the next extremely important step in your digital level of the 5-ebook series with
transformation journey. strategies to help organizations
achieve digital transformation
success.
If you are interested in learning more about this subject,
We invite you to download the eBook: Digital Process
Transformation - A 5-level strategy to accelerate digital
transformation - Level 3: Automate your processes.

Free
Download!
 Take your business to the next level.
www.softexpert.com | sales@softexpert.com

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