Paper-based document management involves high costs, little traceability and a high risk of errors. Migrating to a digital and automated system reduces time, improves information security and complies with current regulations.
In this article, we outline the key steps to make an effective, frictionless and successful transition.
Steps in a Document Management migration project
1. Audit the current document management process
Before starting digitization, it is essential to analyze:
- What types of documents do you manage (invoices, contracts, orders, receipts, etc.)
- Where the information is currently stored.
- Approval workflows and existing bottlenecks.
- Manual and repetitive tasks
- Risks such as document loss, duplication, delays or errors.
An initial audit will allow us to properly scope the project and prioritize the areas with the greatest impact.
2. Digitize and classify current physical documents
To move towards an automated system, we recommend converting your existing documentation into digital format:
- Scanning and OCR
It uses OCR technology to extract information and convert it into editable and searchable data.
- Metadata indexing
Classify documents according to the data that identifies them and that subsequently allows them to be retrieved: supplier, date, type of document, invoice number, etc.
- Data cleansing and duplicate removal
Digitalization is an opportunity to clean up documentary history and optimize the archive.
3. Select an appropriate document management system (DMS)
Choosing an efficient DMS is key to automating processes, centralizing documents and ensuring regulatory compliance. A good DMS can include advanced OCR, automated flows, version management, permission control, and traceability.
At Brait, we work with leading partners such as DocuWare and OpenText (Extended ECM, Content Server and Archive Center), ensuring a robust document system that integrates into your SAP, connecting documents and processes natively.
A modern system allows you to centralize any process in your company, such as: the process of accounts payable, accounts receivable, contracts or internal documentation.
4. Integrate the DMS with your existing systems
For the highest level of automation, integration is key.
The integration guarantees automatic flows without manual intervention from any system implemented in the company. In addition, integration with other tools will reduce documentation silos by storing all the information in a single repository accessible from different systems.
5. Redesign your workflows to take advantage of automation
Digitalization is not about replicating processes on paper, but about improving them:
- Replace physical signatures with digital approvals. With solutions like Signaturit.
- Create automatic rules based on amounts, departments or roles.
- Eliminate redundant steps.
- Add automatic alerts for due dates and audits.
These improvements significantly reduce processing and management time.
6. Train your team to ensure successful adoption
Successful adoption is key to achieving fast and sustainable results. At Brait, we support your organization end to end, accompanying your team throughout the entire process.
Benefits of migrating from paper to an automated document system
- Significant reduction in document processing time.
- Elimination of manual errors and duplicate documents.
- Increased security and access control.
- Guaranteed regulatory compliance.
- More efficient and fully traceable processes.
- Immediate and remote access to information.
Migrate to an intelligent, digital and automated Document Manager with Brait
As we can see, this is not just a mere technological change, but a true operational transformation that improves the company's efficiency, internal control and capacity for growth. With a clear strategy and the right tool, the transition is fast, safe and delivers value in both the medium and long term.
Do you want to automate the document management of your company?
At Brait, we help companies centralize, digitize, and automate their document processes, integrating them with existing systems and ensuring regulatory compliance across multiple countries.
👉 Let's talk and show you how it could work in your organization.
.jpg)
