How Document Digitalisation Transforms File Storage and Workflow Efficiency

In the modern business landscape, paper-based processes are rapidly being replaced by smarter, more sustainable digital solutions. Document digitalisation and digital document storage have emerged as critical components of digital transformation strategies, especially as organisations seek to reduce costs, improve efficiency, and ensure business continuity.

This article answers all your key questions about digitisation, storage best practices, and the technologies enabling this shift, with real-world examples and current data to help you stay ahead.

What Is Document Digitalisation?

Document digitalisation is the process of converting physical, paper-based documents into digital formats using scanners, mobile devices, or intelligent capture tools. The goal is to eliminate reliance on paper, simplify access, enhance security, and support remote collaboration. 58% of organisations say digitising their paper documents improves operational efficiency and customer responsiveness.

Digitisation also plays a key role in compliance and disaster recovery. In sectors such as finance, healthcare, legal, and government, retaining digital records in a structured and secure manner is crucial for meeting regulations like GDPR or HIPAA.

What Is an Example of Digitisation?

An example of digitisation is when a medical facility scans handwritten patient charts and uploads them into an Electronic Health Record (EHR) system. This allows doctors and nurses to access them remotely, securely, and without the delay of retrieving physical files.

Another practical example: a logistics company scans delivery receipts and automatically matches them with invoices in an accounts payable system. This saves time and reduces errors in invoice reconciliation.

What Are the Three Types of Digitisation?

There are three primary forms of document digitisation, each with varying levels of sophistication and automation:

1. Manual Digitisation

This basic process involves physically scanning documents and storing them without further automation. It’s suitable for small-scale or ad-hoc projects, such as scanning contracts or old archive boxes.

2. Automated Digitisation

This uses tools like OCR (Optical Character Recognition) to convert scanned documents into searchable and editable formats. It reduces manual work and makes digital documents easier to retrieve.

3. Intelligent Digitisation

This leverages machine learning and AI to not only scan and convert files but also extract key data, identify patterns, and automatically route documents to the appropriate department or system. Companies using intelligent document processing reduce document handling costs by up to 80%.

What Are the Three Steps of Digitisation?

Every digitisation project follows a basic three-step process:

Step 1: Capture

Documents are scanned or digitally captured using desktop scanners, multifunction devices, or mobile scanning apps. This step may also include OCR to make the text readable by machines.

Step 2: Index and Organise

Digitised files are tagged with metadata (e.g. name, date, document type) and sorted into structured digital filing systems to ensure easy retrieval.

Step 3: Store and Secure

Files are uploaded to a digital document storage system, either on-premise, cloud-based, or hybrid. Access controls, audit logs, and encryption ensure that only authorised users can access sensitive data.

What Is Document Digitisation and Management?

Document management refers to how organisations organise, track, and retrieve both digital and digitised documents. When combined with document digitalisation, it creates a complete ecosystem for managing content from creation to archiving.

Benefits of Combining Management and Digitalisation

• Reduced physical storage space

• Fast retrieval through keyword search

• Integration with accounting, CRM, and HR systems

• Improved regulatory compliance

• Enhanced collaboration across departments and locations

A Digital Document Management System (DMS) enables all of this while supporting automation, role-based access, and real-time monitoring.

What Are the 3 P’s of Digital Transformation?

Digital transformation is a strategic initiative that touches every part of a business. At its core are the 3 P’s:

1. People

Digitalisation is only as effective as the people behind it. Training, adoption, and change management are critical for a successful transformation.

2. Processes

Outdated, paper-heavy processes must be re-engineered for digital efficiency. Document digitalisation is often the first step in eliminating bottlenecks and manual tasks.

3. Platforms

Investing in modern tools — from cloud storage to intelligent workflow automation — ensures scalability and resilience.

What Is Digital Document Storage?

Digital document storage is the practice of storing documents in electronic formats using local servers, cloud platforms, or hybrid systems. These documents can then be accessed, shared, and backed up with minimal risk.

Unlike paper files that can be lost, stolen, or damaged, digital storage is secure, encrypted, and easy to scale.

Key Features of Digital Document Storage:

• Role-based access controls

• Full audit trails and version history

• Automated backup and disaster recovery

• Real-time collaboration features

• Remote access from any device

What Is the Best Way to Store Digital Documents?

Choosing the best approach to digital document storage depends on your business size, industry, and regulatory requirements. However, these best practices apply universally:

Use a Secure Cloud-Based Platform

Cloud platforms such as Google Drive, Dropbox Business, Microsoft OneDrive, and purpose-built tools like Kefron DMS offer encrypted, scalable, and compliant storage.

Set Naming Conventions and Folder Structures

Standardised file names and well-structured folders make it easier for teams to find what they need.

Automate Backups

Use automated backup solutions that mirror files to multiple locations — on-premise, in the cloud, or both — to prevent data loss.

Apply Metadata and Indexing

Metadata tagging improves document searchability and categorisation. This is especially useful in high-volume environments like accounting or legal.

Implement Access Controls and Audit Logs

Ensure that only authorised personnel can view or edit specific documents. Maintain an audit trail to track who accessed or changed each file.

How to Save a Document Digitally?

Digitally saving documents is simple, but standardisation helps ensure consistency across your organisation.

Basic Steps:

1. Create or scan the document.

2. Choose a universal format, typically PDF or DOCX.

3. Save with a clear and meaningful file name such as SupplierInvoice_March2025_Kefron.

4. Upload to your digital document storage platform in the correct folder.

5. Apply metadata or tags for easier search and filtering.

6. Verify backup and permissions.

This process reduces the chances of duplication, lost files, or unsecure sharing.

What Technology Is Commonly Used for Digital Document Storage?

The following technologies enable robust digital document storage systems:

Cloud Storage Platforms

• Google Drive

• Microsoft OneDrive

• Dropbox Business

• Amazon S3 (for developers and large-scale storage)

Enterprise Document Management Systems (DMS)

• Kefron DMS

• DocuWare

• M-Files

• SharePoint

These offer advanced features like automated workflows, compliance tools, and deep integrations with ERP and CRM software.

Optical Character Recognition (OCR)

OCR transforms scanned documents into editable and searchable files, unlocking the ability to perform keyword-based searches.

Artificial Intelligence and Machine Learning

AI categorises files automatically, flags duplicates, and extracts relevant data (such as dates or invoice numbers) for faster decision-making.

Blockchain (Emerging Tech)

For legal, financial, and government documents, blockchain offers tamper-proof audit logs and verifiable digital signatures.

Final Thoughts: The Value of Document Digitalisation

Document digitalisation and digital document storage are no longer nice-to-haves; they’re core components of a future-ready business. By reducing paper dependency, businesses can cut costs, improve collaboration, strengthen security, and make faster decisions.

Whether you’re just beginning your digitisation journey or looking to optimise existing systems, now is the time to act. Choose the right tools, train your team, and build digital workflows that support long-term growth.

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Author: Stephen Mackey

Stephen Mackey specialises in transforming unstructured data into compliant, actionable information. He has deep expertise in information rights management (IRM) and data capture across diverse industries. Stephen’s skills span from simple data collaboration to complex document and enterprise content management systems. He emphasizes thorough account management and insists on achieving excellence right from the start, ensuring solutions that deliver tangible benefits in cost and process efficiencies.