We have already seen that the the role of prior analysis in document digitization is essential to ensure the success of the project. This initial phase allows us to know in depth the processes, to estimate the documentation volume andthe real needs of users, avoiding subsequent problems and ensuring a scalable implementation.
But how is it structured? We explain it to you in a simple way in 5 steps.
5 steps of a prior analysis in an intelligent Document Management project
1. Diagnosis of the current situation
The first step is to understand How does the company currently work:
- Identify existing processes and who is involved in each one.
- Analyze how documentation is managed: document types, source, generation and storage.
- Evaluate how document access and permissions are controlled.
The goal is to obtain a full picture of the documentary flows, to detect duplication and silos of information, and to prepare the ground for defining improvements.
2. Identifying problems and needs
Once the situation has been diagnosed, it is necessary to identify specific problems and needs:
- Processes that consume too much time or are prone to errors.
- Lack of control over sensitive or confidential documentation
- Difficulty retrieving information quickly and efficiently.
- Needs for automation or integration with other systems.
At this point, it is also analyzed user behavior: how they interact with the documentation and if there are problems with permissions or access. This allows us to anticipate requirements and define clear objectives before starting the digitization project.
3. Definition of requirements and objectives
The previous analysis should conclude with the definition of the minimum requirements that the document solution must meet:
- Advanced permission management by groups and roles.
- Levels of confidentiality and access control depending on the type of document.
- Ability to automate processes without the need for complex programming.
- Defined document structure that is scalable to other departments or future processes.
4. Involve users
Active user participation is essential:
- They contribute with valuable ideas about real problems and opportunities for improvement.
- It makes it easier to adopt the system, since users feel part of the project.
- It allows selecting a tool that meets real needs, avoiding buying solutions that will not be used or that complicate workflows.
5. Justification of the investment
Finally, the previous analysis serves to support the spent to the Board or Direction:
- Identify which processes provide the most value by automating or improving.
- Determine if the solution will cover critical needs, such as security, traceability, or efficiency.
- Ensure that the investment is aligned with the company's priorities and generates a tangible return on investiment.
Although document management solutions mey not be cheap, a well-planned investment justify its cost and provides measurable benefits right from the start.
Brait, your trusted partner for the digitalization of your company
With solid prior analysis, any document management implementation becomes a tidy, scalable and aligned project with the needs of users and the company. This initial phase is the basis on which a system will be built to support future expansion to other departments or processes.
If you want us to do an analysis of your system, contact us today!
