Impact of Digitalization on Business Processes: A Case Study Analysis

Desklib provides past papers and solved assignments for students. This report analyzes the transition to a paperless office.

MITS4001
BUSINESS INFORMATION SYSTEMS
1

Table of Content
Introduction................................................................................................................................3
Q.1. Why is it important to strip away old ways of working when introducing systems such as
those brought in by Liverpool Direct and Hyde?.......................................................................3
Q.2. Using the Internet as a resource, locate information regarding a simple document
management system, such as Scan soft’s PaperPort Office. How useful is such a product
likely to be within a department of a large company or a small business?................................3
Q.3. What is the likelihood that the paperless office will ever be achieved?............................4
Q.4. If a company implements a workflow management system such as the one described in
the case study, what would be the expected changes in the business processes. What do you
think would be the drivers for success of such a project?..........................................................4
Conclusion..................................................................................................................................5
References..................................................................................................................................5
2

Introduction
In this report, observations of the case study are written after reading the case study and then
answering the questions given. The case study is about how paperless technology in
comparison with paper techniques will influence cost and manual effort. Paper technology is
an old way that should be removed and paperless techniques will be used with the installation
of a computer system in future.
Q.1. Why is it important to strip away old ways of working when
introducing systems such as those brought in by Liverpool Direct and
Hyde?
The old way of introducing new things should be removed. Direct paper use in Liverpool is
very high and will then cost an organization its estimates, and this is to be resolved cost-
effectively and efficiently. They plan to introduce a new digitized system to reduce the cost
and improve the office's performance by looking after all the papers used in their
organization earlier. It would be around 4 hours earlier to search for a single file and the
company's expense would actually be 750,000 euros. The costs in Liverpool have been
reduced significantly more after the digitalisation than in their previous methods and the time
that is around 4 hours before is reduced to 4 minutes. Earlier in the hiring process in
Liverpool, five applicants were interviewed at a time on the basis of postal messages. The
hiring process is booming after digitalisation, and the speed of the interviews increased as
well. Communication is also digitally processed to directly manage employee costs on the
computer. But Liverpool Direct and Hyde projects are challenged by their management of
their senior staff and their computer learning and training and making them understand the
entire digitalisation project. By introducing the recruiting through the computer system, they
have managed to save some 58,000 papers in a year that is only possible by using the digital
system. The importance of removing old methods not only benefits an organization but also
has an impact on social, financial and environmental assistance. The challenges in Liverpool
Direct and Hyde are similar in managing the work of their senior staff to make them learn,
train and understand the whole digitization project. They have stripped a large number of
papers a year by introducing the computer system for recruiting. There is a boom in the
recruitment process and interview speed is increased.
3

Q.2. Using the Internet as a resource, locate information regarding a simple
document management system, such as Scan soft’s PaperPort Office. How
useful is such a product likely to be within a department of a large
company or a small business?
PaperPort is a nuance developed software that contributes to the sharing, management and
organization of data in a good way. PaperPort 14 is used both by professionals and by people
to manage and organize their requirements and data. Finding and sharing documents on the
network within the cloud for Professional PaperPort stores. PaperPort is running on a cloud
network that provides access from anywhere in the world. It will be helpful to complete the
form and to efficiently create an electronic form. Relevant information can be recorded via a
digital camera and uploaded to a cloud network to store the files. PaperPort offers office-
based solutions to individuals that make the storage and management of files easier and more
interactive. It is easy for someone to convert a highly scanned document into a PDF version
with a scanner available on all devices and then store it on a cloud server. Data management
using PaperPort is more convenient. It is perfect for emails, legal work, taxes and pictures,
bills and a lot of more important papers. It helps both small and big companies with software
like PaperPort because in today's world everyone is switched to cloud-based servers that will
help them access data from any other network because of the scarcity of data storage. With
the use of PaperPort, the important business file can be saved and organised.
Q.3. What is the likelihood that the paperless office will ever be achieved?
Paper is the very document in the organisation. In any company with the help of paper, object
information should be exchanged from one to another person. If the office premises are
converted to the paperless working protocol at that time it generates a healthy environment. A
digital signature or electronic sheet paper increase the paperless working condition in the
association. With the help of digital paper, condition increases the information transfer rate.
Scanning of the digital paper is immediately and easy to understand. Auditing of the digital
paper is easy and these types of paper take less storage capacity. When the digital paper or
digital signature is stored in the association on that time a general unique number is
generated. With the use of this specific number easily find out the correct information with
the correct framework.
Search time is reducing when using the digital paper or electronic signature in the
organisation. The security factor is also high in the electronic paper process in the
association. In the digital or electronic paper only authenticate applicant is access the
information session. With the use of paperless working condition sharing rate of the
information is high. The communication way in the paperless office premises is very high.
Consumption of time is reducing with the use of the paperless working protocol.
4

Q.4. If a company implements a workflow management system such as the
one described in the case study, what would be the expected changes in the
business processes? What do you think would be the drivers for the success
of such a project?
When the workflow management application is conveyed in the association at that time work
frame of the organisation is increased. For achieving the organisation goal this management
is the key factor to gain customer satisfaction.
The following improvement is to obtain in the association when it follows according to the
case study
(1) Security function: In the association when following the electronic signature or digital
paperwork on that time security function is very high. In the paperless working, situation
security is to depend on the authentication access of the applicant.
(2) Support service: With the help of the digital paper working condition improve the
satisfaction rate of customer support. With the help of paperless working environment
information exchange rate is also high. With the use of electronic signature paperwork
information is transferred from one to another place with easy way.
(3) Email process: Email is the key vector with the use of the information is transferred from
one to another way. With the use of email function digital paper is stored in the operating
system and takes less space to transfer the data. Email is the communication way in the
association to transfer the information one to another place.
(4) Information workflow: The rate of the information workflow is high in the paperless
working situation. With the help of the electronic or digital paper condition information is
easily transfer from one to another way and easy to understand. For gain, the growth of the
organisation workflow management is a key vector to achieve the association goal.
(5) Project management: In the association with the use of digital paper working condition
increase the project management system. The goal of the association depends on the
information factor. The information of the association is depending on the working condition
of the electronic or digital signature paper condition.
5

Conclusion
After reading the case study, this report is about observations. This report answers questions
such as the effects of using paperless technology and how it can benefit both large and small
companies. The paper techniques will have to face time and cost consumption challenges that
will arise and how this will be reduced once paperless technology is introduced. After the
project is implemented in their computer system, the recruitment procedure for Liverpool will
be changed.
References
[1] Li, B. and Hu, J., 2017. Design and Implementation of Paperless Office System. DEStech
Transactions on Computer Science and Engineering, (icmsie).
[2] Obeidat, M.A., 2015. Empirical analysis for the factors affecting realization of paperless
office. International Journal of Economics, Commerce and Management, 3(6), pp.773-792.
[3] "PaperPort | OCR Software", Nuance Communications, 2019. [Online]. Available:
https://www.nuance.com/print-capture-and-pdf-solutions/optical-character-recognition/
paperport-for-pc.html.
[4] Orantes-Jimenez, S.D., Zavala-Galindo, A. and Vazquez-Alvarez, G., 2015. Paperless
Office: a new proposal for organizations. Systemics, Cybernetics and Informatics, 13(3),
pp.47-55.
6