If you are particularly attached to traditional methods, you might be wondering why you should digitize your training documents. Is it really secure? What are the benefits of digitization?
In the following lines, we will explain the valuable advantages of this approach. We are convinced that electronic document conversion is a wise choice.
Trainers, learners, educational managers, and other involved parties will thank you for taking the leap. Here’s why.
Digitize for Better Organization
Yes, binders, transparent sleeves, and other supplies have proven their worth. They have long been the only means to ensure accounting or module organization.
However, by opting for digital documents and electronic archiving, everyone’s organization improves in efficiency and accuracy.
Logistical Advantages of Digitizing Training Documents
Thanks to digitization, you can:
- Enhance Accessibility: The time spent making trips to physical archives can be used otherwise! Also, all authorized persons can access relevant documents from anywhere.
- Optimize and Accelerate Filing: Electronic management prevents individuals from sorting by size, date, theme, etc. Today, every operating system and drive includes these features.
- Improve Communication Between Stakeholders: A training organization must deal with offers, requests, complaints of all kinds. Centralized, connected certificates, invoices, agreements reduce (considerably) the risk of loss, destruction…
The technological leap of the 21st century thus helps streamline tasks and focus on essentials. However, it is important to remain cautious.
Make sure to research the current legal provisions. For more information, you can consult our article dedicated to electronic signatures.
We are also available to help you properly formalize the digitization of training documents.
A Time Saver, Simply Put
Computer-based document management (or other devices, depending on the situation) improves coordination within a training organization.
At the same time, everyone benefits from a time saving.
- Emailing involves fewer steps and actions compared to traditional postal methods. Note that some very important letters still need to be sent by registered mail.
- Alerts and Notifications circulate directly. Thus, urgent changes (rescheduling a date, canceling an event, rescheduling an assessment…) are communicated to all recipients within minutes.
- Access to Various Administrative Documents via the dedicated platform avoids unnecessary exchanges. It’s simply about ensuring responsible management of permissions. Thus, no one can access confidential documents they shouldn’t see.
- Information on Schedules, Course Topics, Procedures…
There are many more examples. Nevertheless, the dissemination of training documents becomes clearer in principle thanks to digitization.
Advice: Brainstorming-based training should be done in groups. Encourage each participant to express themselves freely and provide constructive interpretations or critiques.
Digitizing Training Documents: An Ecological and Economic Gesture
Sustainable development is a major issue of the 21st century. Among the many ecological goals, avoiding resource waste is crucial.
Every training organization has the opportunity (some would say the duty) to contribute to this collective effort.
Digital transformation helps reduce paper consumption. Less directly, it leads to a reduction in necessary journeys (postal transit, handing over a form “in person”), etc., which reduces carbon emissions.
Thus, you gain in productivity, eco-responsibility… and, making “three birds with one stone,” you allocate less budget to physical supplies.
Some companies are still hesitant to develop digitization projects for security reasons. Do the arguments mentioned outweigh potential data breaches?
The good news is that cybersecurity is greatly advancing over time. Additionally, privacy policies are becoming more precise, especially thanks to the legal framework set by the European Union.
We cannot guarantee a total absence of risks, but vulnerabilities are much less significant than in the early days of the Internet. In any case, consider consulting a specialist in the field. They can guide you on which software to install, best practices to follow, etc.
Edusign: The Solution to Digitize Your Training Organization
Edusign is a platform that automates the management of learner attendance and saves time on administrative tasks. More than 2,500 training organizations trust its solution to improve school attendance management. Edusign allows users to reduce the time spent on learner attendance by 80%!
- Record Learner Attendance: Whether in-person or remotely, simply record your students’ presence regardless of the training context.
- The Signature That Suits You: Choose your preferred signing method, whether with a QR code, a link, an email, or an NFC card. All options are fast, secure, and prevent fraud, as they are constantly updated to ensure reliability.
- Build Connection with Your Learners: Analyze your statistics, create reports by learner, by training, or by group to best monitor attendance. Customize your alerts and communications with learners.
- Justified Absences Without Hassle: Learners submit their absence justifications directly on the platform, and the involved parties and administrators can easily review them.
- Stay in Control with Alerts: Receive alerts at the first sign of disengagement: be notified when a learner exceeds a threshold of absence or tardiness and anticipate their disengagement.
Digitizing training documents: Yes, But Without Rushing
Making training documents available online is increasingly natural in France. It’s a largely positive and forward-looking process.
We simply advise you to carefully organize the transition. It’s better to opt for a gradual digitization of training documents. This allows you to address all aspects: security, adaptation of practices to current standards, staff awareness…
If a Training Organization approaches the transition with method and patience, the positive effects on overall organization should quickly be felt.
To go further: Want to know everything about digitizing documents within your training organization? Check out our ultimate guide!
