The difference is in fact substantial. Capturing and archiving the document at the end of the process means that documents still travel throughout the company processes in paper form while in the electronic implementation of processes the documents are electronically captured at the beginning of the process making it possible for them to travel in the electronic form.

Do you merely require electronic document archives or also a process optimization?

The decision for secure electronic document archives represents a certain step in the direction of e-business, which is by no means optimal. Why? Work methods remain the same, the documents still travel from one department to another in folders, they are still copied several times and filed into binders. The processes are not implemented any faster and the security level preventing unauthorized access remains unchanged. Document archiving after the completed process allows access to safely stored documents and their forwarding.

With the electronic implementation of processes, the paper documents, after arriving at your company, are registered at the entry point, scanned and automatically archived. From there on, documents travel throughout the company in electronic form only. Paper documents are practically no longer needed, in compliance with approved internal rules. Depending on the type of documents required register (meta)data are determined. Documents follow the electronic implementation of processes by participants in the process clicking to review the documents, approve or reject them, comment on them, forward them to others etc. Every activity on a document is recorded – who interfered with the document, when and what their intention was. Depending on the organization and security charts in the company it is determined beforehand who the recipients, readers and authors of documents are. The control over the implementation of business processes with electronic support is practically unnecessary.