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 information enters, its formats, how is it related and how its life cycle is managed.
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. Channels and formats of entering files
The first step is to identify information entering the company and its channels. 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).
This initial analysis allows us to size the project, define processes and prevent part of the documentation from being left out of the system.
In addition, it's the right time to decide formats that will be accepted in the document manager. At this point, many companies or Project Managers ask themselves some questions that we usually address 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 users upload manual documentation?
- What data should automatically be “dragged” and bring to SAP?
2. Definition of the document management model
The document model is the basis on which the entire system is built. It defines:
- Where the documents are stored.
- What metadata is associated with it for later retrieval.
- Permission management (Who can access what).
- Classifications.
- Relation with business objects (customers, orders, employees, contracts, etc.)
Choosing the right Document Management system allows information not only to be stored, but contextualized within processes. For example, a contract must be 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, avoiding to support multiple structures.
3. Assess if a document migration is necessary
In many cases, companies already have documentation in shared folders, SharePoint or other repositories, legacy systems, partially digitized physical files, etc. That's why it is so important to decide which documentation should be migrated, which should be archived and which can be deleted. This phase, known as the mediation phase, separates documents that need to be moved (living documentation) from information that must be archived or retained in accordance with legal requirements.
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. Starting with the basics: how I structure the documentation and how I save it. Once we have this very clear, we will know the workflows we are going to need. Gradually we can add features if needed. | 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
An integrated document management system with SAP or other corporate systems (Business Central, Purchasing or Human Resources solutions, external platforms, etc.) makes it possible to achieve even greater profitability. At Brait, we are experts in SAP integrations, with a special focus on OpenText Extended ECM or Core Content Management (CCM), whose range of solutions is very broad. We can integrate OpenText with SharePoint, Success Factors, through SalesForce, SAP and even connect with different systems simultaneously in an ad hoc manner.
Brait takes all this into account.We understand that integration enables a complete view of information, and we have the technical capability to handle these types of complex scenarios.
In addition, at the integration level, aspects such as LifeCycle Management can be addressed. For example, determining which files can be deleted after a certain period of time. This is especially relevant in the current context, where the European regulatory compliance in terms of GDPR is increasingly strictly enforced. For instance, it is possible to automate the management of employee data that must be deleted after five years. This helps ensure compliance with regulations and avoid potential penalties.
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.
