The use of new technologies has spread in recent years. This presupposes a change in the relationships and in the manner of service in which the Administration is no stranger.
In the case of Justice, for example, more and more telematic means are used in communication with citizens. Since 2016, the LexNET Justice system has been channeling the electronic delivery of documents and other types of notifications, carrying out various processes such as the presentation of documents, procedural communication or the transfer of official records of a proceeding.
Among other tools, it also enables the secure exchange of information, the use of recognized electronic signatures, savings in the use of paper or the immediate judicial communication, which promotes significant streamlining of proceedings.
Cost savings and higher added value
From the company’s point of view, the commitment to invest in digitization not only serves to promote a smoother relationship with administration, but also increases productivity and improves relationships with customers.
That’s according to Jose Antonio Almoguera, vice president of the Professional Association of Independent Financial Advisers and Legal Experts (AIF), an entity with which Banco Sabadell has had an agreement for years.
Almoguera affirms that “digitization is an essential necessity for any company, as it immediately positions it in the market as an agent capable of responding to the challenges of its sector. Investing in digitization should therefore not be seen as a cost item, but as an investment”.
Digitization enables companies to increase their productivity and establish a smoother relationship with customers and with the administration itself
In the case of agencies, Almoguera points out that automating activities brings many benefits, especially in the quality of customer service. “Overtime is usually a common problem in agencies and digitization saves a lot of time in administrative processes that can be used for continuous training, which is critical for industry professionals as there are always changing regulations to take into account in professional performance .
As described by this expert, clients can scan all information and send it to the agency without moving, which helps streamline procedures.
All this brings benefits to both the entity and the users, who feel a greater added value. “Digitalization is enabling many agencies to adopt telecommuting and meet customer demand anywhere, through an enabled and connected electronic device. In this way, subjects such as accounting can be structured better and in less time”, he assures.
“Time savings from digitization enable agencies to improve training, which is critical in a segment of constant regulatory change,” Almoguera, AIF
Digitizing the activities in an agency implies the choice between acquiring a software to install on all the entity’s computer equipment or opt for a cloud hosting system.
The first alternative requires investment in a minimal technological infrastructure that serves to enable and update the equipment, create a secure storage space and plan a strategy for periodic evaluation of the entire operation.
When deploying solutions in the cloud, it is simply necessary to hire the right provider and train the human capital in-house so that they can manage the operations effectively.
From a security perspective, digitization reduces the chances of important information being lost or copied and sent to third parties. In fact, as Almoguera argues, the virtualization of many processes results in an increase in productivity and allows human capital to spend more time on quality work rather than other tasks that took up their agendas and were purely administrative. And all this while reducing paper consumption and thus protecting the environment.
The role of ‘rental’
Almoguera points out that there are basically two factors that slow down the transformation to a paperless agency: the economic amount involved and the lack of knowledge about its implementation.
In his opinion, going digital is “a simple process, as long as it is based on a practical philosophy. An entity should see digitization as an opportunity to be more productive and grow, so in reality this transformation is an investment that will enable it to better serve the market in the future and not have to delay money to to execute it”.
A process that he believes is “a matter of survival for agencies” and must always be carried out by specialized professionals in order to be carried out correctly.
Along these lines, Almoguera underlines the key role that the lease to make this transition to digital even more bearable: “The lease It has a great advantage, which is that by choosing different periods, such as one or more years, it is possible to renew the equipment and computer systems invested in without having to replace them with new ones.
This is a very important element for a small and medium-sized enterprise (SME) to be protected if a relevant technological change suddenly occurs in a short period of time, a major advantage over the direct acquisition of technology per se.”
Almoguera has also indicated that there are ways to take advantage of government support to support a company’s digitization. Specifically, she refers to the role of the Directorate-General for Digitization and Artificial Intelligence, which is dependent on the Ministry of Economic Affairs and Digital Transformation. According to him, it is important to be aware of calls for subsidy programmes, such as those of the Next Generation EU European Fund.
In this sense, he also pointed to “the role that schools and professional associations will play, which will be of fundamental importance as a link between companies and the dissemination of programs that are launched”.
In any case, he advises companies to inquire about the new calls that the autonomous communities themselves publish, as “they are usually awarded faster and they usually don’t have as much visibility as others”, he concludes.