From the Paperless to the Digital Office
Hard drive or cloud storage instead of files and stacks of paper: The idea of a paperless office is as old as data processing itself but has still not been thoroughly realised yet. The vision of the ‘digital office’ even goes beyond that idea as it focuses on the entire digitisation of business processes.
To store and manage data or documents like invoices, project descriptions and contracts not in filing folders or in decorative stacks of paper on the desktop but on a hard drive or modern cloud storage - This (or similar) is usually the description of a paperless office. The concept was first published by technology enamoured enthusiasts in the early 80ies of the last century. At first, they only thought of digital administration. When you extend the vison to the effect that also corresponding business processes like the management of invoice receipts or contract reviews are handled digitally, the potential of a ‘digital office’ can easily be imagined. However, even nowadays - on the edge of an information society era - this dream is still not reality.
For most companies this topic became quite important considering much needed cost reduction as well as fast and save provision, conveyance, spreading and archiving of information. Modern Enterprise Content Management (ECM-) solutions with its comprehensive administrative mechanisms and highly efficient workflow modules support this endeavour. It is also being accelerated by the increasing digitisation of communication and the growing mobile workplace. Here, social media, smart phones and the internet dictate the rhythm. In this connection, having information everywhere and anytime available, being able to share them with others and act faster and more flexible are the key driving factors. To the greatest extent, current ECM-solutions can be used to realise the dream of a ‘digital office’.
Nevertheless, even though these opportunities exist, the digitisation is progressing slowly. According to a Bitkom study, more slowly in small than in bigger companies. Thus, the extent of digitisation seems to depend on the company size. In order to provide a comparability on the one hand and a basis of assessment for companies on the other hand, Bitkom established a benchmark for digitisation (Digital Office Index). This benchmark ranges from 0 (not digitised at all) to 100 (completely digitised).
By using the indicator, companies are able to measure (up to department levels) where they stand in terms of digitised processes and where optimisation is needed. Barely one can achieve a value of 100 as the several business areas are developed differently. The most digitised areas are production as well as project execution with its project files, customer files and manufacturing schedule. Human resources and accounting closely follows.
Potential for optimisation exists in business areas where ECM-solutions are barely used (e.g. within the marketing and purchasing department).
Marc Müller, Trovarit
The Bitkom Digital Office Index illustrates to which degree your company is already digitised. Moreover, it shows the requirements needed to press ahead with your digitisation progress as well as the effects and prespctives that come along with growing digitisation.
