In the era of digital transformation, digitisation is becoming an essential lever for modernising organisations. It refers to the process of converting a paper document or information flow into an electronic version in order to facilitate its management, sharing and storage.
Digitisation: a simple definition
Digitisation involves converting physical (paper) documents into digital files. This can be done by scanning them using scanners or multifunction printers, or by creating digital documents directly, without ever going through the printing stage.
It applies to many documents: invoices, payslips, contracts, letters, expense reports, etc. Once digitised, these documents can be stored, filed, consulted and transmitted more easily, while also enhancing their security.
Digitisation and dematerialisation: what is the difference?
Digitisation is a component of dematerialisation, but it is only one aspect of it.
- Digitisation: the act of scanning a paper document to obtain an electronic version (e.g. PDF).
- Dematerialisation: encompasses digitisation, but also the integration of these documents into digital workflows, their electronic signature, secure archiving, and often their automated processing.
Dematerialisation is therefore part of the digitalisation of business processes and goes far beyond simple scanning.
Why dematerialise? The advantages for businesses
Adopting dematerialisation offers many concrete benefits for businesses:
- Time savings: Less manual handling, quick access to documents, reduction in repetitive tasks.
- Cost reduction: Less paper, less printing, less physical storage space.
- Enhanced security: Automated backups, controlled access, protection against loss or damage (fire, theft, etc.).
- Regulatory compliance: Compliance with legal requirements (GDPR, archiving with probative value, electronic invoicing).
- Better collaboration: Documents can be easily shared internally or with partners, and validation is faster.
How can you implement digitisation?
There are two main scenarios:
- From paper documents: The first step is to scan them, then integrate them into a document management system.
- From native digital documents: In this case, production and distribution are done directly in electronic format, without generating paper. For example, payslips or invoices generated by software are transmitted via secure platforms.
In all cases, the implementation of appropriate tools is essential for the effective management of these documents: EDM (Electronic Document Management) software, electronic signature solutions, digital safes, etc.
Which documents can be digitised?
Digitisation applies to a wide variety of professional documents:
- Customer and supplier invoices
- Contracts and amendments
- Pay slips
- Expense reports
- HR documents
- Administrative correspondence
- Various supporting documents
It can be partial (some documents remain in paper form) or total, depending on needs and applicable regulations.
EDM: the cornerstone of digitisation
Electronic document management (EDM) plays a central role in any digitisation strategy. It allows electronic documents to be centralised, classified, searched, shared and archived in a structured manner.
Thanks to an EDM solution, companies gain in productivity, traceability and compliance. It also facilitates access to information and its security.
In summary
Document digitisation is much more than just a trend: it is a strategic step for companies wishing to increase efficiency, reduce costs and comply with regulatory changes. By relying on appropriate tools such as EDM and secure archiving solutions, the transition to digital becomes a real opportunity for transformation.
