Digitalising is a hot topic. We have noticed that many organisation are taking the step towards digitalisation, but then face the choice of what to do with the incoming flow of new information. Ideally this information is added to the previously existing digital data. There are various possibilities for this. In order to secure this current flow of information in the work process, the choice between a decentralised or a centralised approach can be made. The choice for a centralised or decentralised organisation of this process has substantial consequences on the employees’ everyday work.


Decentralised digitalisation and filing is recommended when organisations need to respond quickly to changing circumstances. To put it shortly, the new collection of physical documents is scanned personally and therewith stored in the digital file. The storage and correct allocation of this information in the file in the digital archive occurs directly, quickly and on one’s own initiative. An advantage is that information is quickly accessible compared to a centralised process. An important starting point for this approach is the drafting of a working document; how are documents scanned? Are they chronologically organised? Which name do we give to documents and may new tabs be created in an existing file? Another area of interest in the decentralised approach is the formation of islands within the organisation. This can lead to chaotic data processing, causing a negative impact on the effectiveness and loyalty towards the organisation. Information is secured in order to be retrieved and this must remain the starting point.


Organisations that choose a central archive and centralised processing of incoming physical information often have a high level of standardisation in their work processes. All physical information is collected in the central archive and they process the information into the correct files. This can lead to a substantial cost reduction. A central archive provides more expertise in specialised areas, which is often too expensive to set up when using the decentralised approach. Retention periods are observed and the structure of files is guaranteed by the structured storage of documents through permanent archive characteristics. In this process it is of great importance that agreements are made, since the information is not immediately available for the departments because of the logistic process behind it.

A good process description prevents having to go through another major digitalisation in a few years. I-FourC has developed easy-to-use software, the I-FourC Scan Suite, that immediately links new physical information to the digital file by the use of barcode recognition and automatic indexation. This ensures correct and quick retrieval. This software can be inserted in both the centralised and the decentralised process. If you want more information or counsel regarding the design of this process, please contact I-FourC.

Gemeente Venray Maasziekenhuis Pantein Reade GGD Twente

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