Implementing a digitization project is not just about uploading documents to a digital repository. For the solution to be effective, it is necessary to analyze How does information enter, in what formats, how is it related and how its life cycle is managed.
Next, the key points that must be considered in a digitalization project and that, therefore, must be taken into account in the Digitalization of Document Management.
When a company decides starting a digitization project, technology should not be the starting point. Before choosing a tool or architecture, it's essential to understand How information is generated, entered, related and governed within the organization.
The six pillars of a digitalization project
1. Documentation input channels and formats
The first step is to identify Where does the information enter the company. In most cases, documentation comes in multiple ways:
- Email (one of the main channels in billing and contracts)
- Paper documentation that must be digitized
- External platforms (vendor portals, shared repositories, cloud tools)
East Preliminary analysis allows you to size the project, define capture processes and prevent part of the documentation from being left out of the system.
In addition, it's the right time to decide What formats will be accepted in the document manager. At this point, many companies or Project Managers ask themselves some questions that we help them with from Brait:
Can I restrict formats? (so that no videos or photos are uploaded, for example)
Should I let users choose folders?
How do I manage the controlled intake of information? Should it be automatic?
Should I let them upload manual documentation?
What data to automatically “drag” and bring to SAP?
2. Definition of the documentary model
The documentary model is the basis on which the entire system is built. Define:
- Where the documents are stored.
- What metadata is associated with it for later retrieval.
- Permission management (Who can access what).
- Classifications.
- How they relate to business objects (customers, orders, employees, contracts, etc.)
Choosing the right Document Manager will allow information not to be stored in isolation, but contextualized within processes. For example, a contract isn't just a file: it's linked to a vendor, an order, an invoice, and an approval flow. When the model is well designed, the user accesses all related information from a single point, without having to search multiple systems.
Finally, this model must be common for the entire organization, while respecting the particularities of each department, to avoid the coexistence of different and difficult to maintain documentary structures.
3. Assess if a document migration is necessary
In many projects, you don't start from scratch. Companies already have documentation in shared folders, SharePoint or other repositories, legacy systems, partially digitized physical files, etc.
Here it is necessary to decide which documentation should be migrated, which should be archived and which can be deleted. It is the phase that we call of mediation. In other words, to get an idea of the documentation that needs to be moved, that is, living documentation on the one hand and, on the other, that of 10, 20 years ago or under legal retention period that needs to be archived.
It's not about moving everything without judgment, but rather to carry out a selective migration based on the value of the document, on its actual use in legal conservation processes and requirements.
4. Workflows to implement
Digitalization provides more value when accompanied by process automation. It is necessary to define which documents require approval, validations to be taken into account and what actions are executed automatically (classification, archiving, notifications, etc.)
Here it is also evaluated whether it is necessary to incorporate electronic signature, especially in processes such as contracting, invoice validation or human resource management.
The objective is that the document ceases to be a passive element and becomes an active part of the business flow.
| We are in favor of going from less to more. Let's start with the basics: how I structure the documentation and how I save it. Once we have this very clear, we will see what workflows we are going to need. Gradually add features. | Antonio Sardinha, Brait
5. Security models in digitalization
Who will be able to access what?
Not all documentation has the same level of confidentiality. Therefore, the project must include:
- Permissions by roles, groups and departments.
- Access levels and security layers (for example, hiding specific documentation in a shared folder).
- Traceability of who consults or modifies the information.
6. Integration with other systems
Una integrated document management with SAP or other corporate systems (Business Central, purchasing or human resources systems, external platforms, etc.) make it possible to get even more profitability out of the systems. At Brait, we are experts in SAP integrations, with a special focus on OpenText Extended ECM or Core Content Management (CCM), but whose range of cash solutions is very wide. We can integrate OpenText with SharePoint, Success Factors, through SalesForce, SAP and even connection with several systems Adhoc different at the same time.
Brait takes all this into account. We know that integration enables a complete view of the information and we have the technical capacity for these types of complex scenarios.
In addition, at the integration level, points such as Life Cycle Management can be addressed, that is, which files can be deleted after a certain time. This takes on special relevance in a current context where the European regulatory compliance at the GPDR level it is increasingly controlled. For example, you can automate the management of employee data that has to be deleted after 5 years. This allows you to comply with regulations and avoid sanctions.
Develop your digitalization project with Brait
At Brait we have more than 18 years of experience implementing ECM solutions in SAP contexts.
Contact us and we make an assessment of your system.
