Why Digital Transformation Equals Survival During This Pandemic

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The world turned digital overnight

We have entered a new digital normal. Majority of companies these days are ramping up to adapt to the new normal as a result of the COVID-19 pandemic. Companies that strive to aim for digital transformation have advantages in the current crisis because their documents and data can be managed and controlled conveniently from the office and at home.All digital process can be managed from anywhere, anytime which makes businesses to be more flexible and responsive during this pandemic.

Majority of employees will remain working remotely as part of the new normal. The question is, how will you support them with the right tools to effectively operate from home? 

It’s never too late to start your digital transformation as a means for your business to survive this pandemic. An important first step is getting the right tools and implementing them correctly.

One of these tools is a Document Management System (DMS), which provides the core capabilities of digital archiving as a starting point to digital transformation.

How can we help you to adapt to digital transformation?

We offer FREE consultation for your business to ensure digital transformation during this pandemic. docukit has different types of deployments with regard to safekeeping and accessing of data remotely.

Talk to us today! Message us at 
marketing@docukit.com or visit us at www.docukit.com


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In just a little over 3 months, strategic plans designed for revenue and profit which were carefully set-out by companies were derailed and shattered. Nobody was planning against a pandemic. As the situation continues to elevate the levels of uncertainty and unpredictability, companies are now shifting their efforts to a much more crucial objective – Business Survival.

Companies are now re-planning how to navigate through the pandemic and this includes changing the way they operate – with special focus on increasing efficiency while driving down expenses.

Digital Transformation plays a vital role in providing essential tools to support an organization’s survival plans.

Aside from teleconferencing tools for collaboration, digitization systems are necessary to enable accessibility of data and automation of processes. These specialized digitization technologies ensure that physical files are digitally kept and secured for remote access, use and monitoring even from home or anywhere.

Here are two key systems for you to explore:

A Document Management System (DMS) enables digital archiving of business-critical documents not just for safekeeping and accessing of data remotely but also for information sharing and use while following data retention and legal policies.

Moreover, digital transformation also includes automation of routine business processes. A Digital Workflow System allows you to convert your manual routine processes such as approving invoices and reviewing contracts. Running these processes on a digital platform enables work to be done in just a few clicks while still following protocols on distancing and stay-at-home orders.

The greatest benefit of digital transformation amidst this pandemic is enabling organizations to be more resilient and continue to be operational while futureproofing and equipping them while the end of the situation is still unknown.

Talk to us today. Message us at marketing@docukit.com for a free consultation.

Digital Workflow: Your Power Button to Business Continuity

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In times of force majeure like natural calamities or community health risks, many factors are affected including operations of organizations. Manpower must be stopped putting the operation at stake which is why some organizations are devising a Work From Home (WFH) solution for employees.

Being a prominent tool for WFH solution, telecommuting applications are coming out everywhere in leaps and bounds as if it’s the new name of the game. But it isn’t the only tool that you have to consider when implementing a WFH set-up. Aside from a communication plan, there are other areas that you must look into and find a solution. That’s why you must taste other slices of the pie.

Remote and easier access to data, multi-level approval process and electronic routing of digital documents keep the operation going amid unusual community circumstances. These can be done by using digital workflow.

What is Digital Workflow?

Digital workflow is a sequential combination of rules, guidelines and tasks to streamline operation. Simply put, it’s converting your manual processes to digital form so you can finish tasks, monitor process flow and pull out data instantly anytime, anywhere.

How does it work?

Below is an overarching idea of a digital workflow.

1) Digitize and Upload – Create a digital copy of the document using a copier or scanner. Secure your document in a Document Management System (DMS). Capture key information and classify documents automatically.

2) Collaborate and Approve – Collaborate with involved users to manage and control revisions. Route for review, approval and processing.

3) Store and Archive – Secure the document in a DMS and manage user access and controls. You can also see document history and audit logs.

4) Search and retrieve – Efficiently search and retrieve documents information using a laptop / desktop PCs. Generate relevant reports based on captured metadata.

In a nutshell, digital workflow helps operation to keep running with minimal human intervention / physical presence and tasks can be done and monitored anytime, anywhere.

Is your organization already equipped with WFH set-up? Feel free to reach us at marketing@docukit.com or by visiting https://www.docukit.com/


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Organizations are now obliged to operate under the “new normal” and as the world continues its battle with Covid-19, businesses are shifting their focus in addressing the challenge of  being able to continue operations and serve its customers while protecting its employees.

Experts have various opinions on how long this new normal would last, but one thing is certain – we are in this for the long run.




Today, business owners are faced with the following questions:

  • What can be done now to address the present challenges?
  • What should be done as a permanent solution if and when the next pandemic happens? and
  • How fast can we implement the above, and can we afford it?


One key strategy in enabling an organization’s business continuity is the ability to allow its employees to work at any place – from anywhere, remote locations etc. using laptops, tablets and mobile devices along with web conferencing technologies allowing collaborations among employees, company officers and clients to provide continuous businesses and support.

However, one critical and important component is often overlooked – Business-critical information are usually found in physical documents which are kept in the office for safekeeping.

Likewise, the related transactions, such as contract evaluations, order and invoice processing, registrations, business report analysis, customer data, and the like are all done by passing these physical documents around for review, processing and approval.

Now, more than ever, businesses will need to take a serious look into a business direction which is usually set aside and taken with less priority – DIGITIZATION. Only after an organization digitizes their paper-based documents will they be able to fully operate efficiently and productively while employees WFA, without compromising the security and confidentiality of data thru management-set restrictions


Digitizing paper-based documents, and the succeeding process using digital entries is the initial step towards achieving WFA and business continuity. A digital office environment is more than just the internet, laptops and a web conferencing system. To enable full office digitization, the following digital systems need to be in place:

  1. Document Management System (DMS) – This software will be the central digital repository of information found in physical documents. A DMS allows the employees to store, search, manage and secure documents and the information these contain. An important DMS feature is the ability to capture data and information from uploaded documents. These captured information are then later used in digital transaction processing and reports.
  2. Business Process Management (BPM) Solution – Rather than processing transactions by routing physical documents, a BPM Software allows the organization to design the business workflow (example: approving an invoice) and go through with the transaction digitally and automatically.
  3. Digital Scanners and Multi-Function Devices (MFD) – Devices that converts paper-based documents into digital such as desktop scanners, digital copiers or multi-functional devices, tablets, e-forms etc.


The success of setting up a digital office environment relies on the implementation strategy based on how the business operates, the choice of vendors who will provide the right software and components, the resulting technical and service support, and the commitment of the management to the implementation of the whole system.

Here are the various deployment types of the above digital systems which businesses can explore:

For some businesses who prefer that no data should go outside of their physical office premises, an on-premise deployment is recommended. For this set-up, the business has full control over the entire system, including the server and its components. Though installed in the physical office, the systems can be configured to be accessed remotely from the employee’s home or elsewhere.

Businesses usually go for this approach if they have sufficient IT facilities (server room, local network, etc.) and technical support capabilities (system and network administrators and IT personnel).

On a business continuity perspective, this deployment type is the most ideal. The digital systems are hosted in a cloud environment, or virtual servers. There are no server hardware and software installed in the office premises (except for of course a scanner or multi-function device). The digital systems are accessed online, enabling you to work on your “digital office” wherever, and whenever there is internet connection.

This is the most cost efficient, by subscribing only the number of users your deemed necessary. There are no servers and software to deploy or maintain, and this has higher cyber security that other systems.

For some organizations, a combination of both cloud and on-premise deployments work best. This deployment type is especially useful in businesses which have a main office and several remote offices, including an employee’s home which may not be able to remain online at all times (eg. poor connectivity, inconsistent bandwidth, etc.). A hybrid deployment allows a remote office to work “offline” and when online, the remote systems can synchronize with the main office system.


Given the present challenge and the available options above, the recommendations below will enable businesses to set-up a basic digital office system which can be enabled quickly, to address the current needs, and also as preparation for the business’ long term readiness. (Improvements can be done in stages to various level of sophistications according to the company’s demand and requirements):

  1. Identify which of your documents are “business-critical”.  Usually, businesses revolve around contracts, agreements, employee records and financial records (purchase orders and invoices). Plan and prepare with these documents in mind.  
  2. Invest in a DMS and select the best deployment type fit to your operations and budget. For a quick implementation, cloud is usually provisioned in less time – typically 3 days. Cloud solutions also ensure availability which includes backups and mirrored (replica) environments. If cloud is not an option right now, you may want to explore an on-premise solution which can be implemented just as quickly. A “software appliance” variant of these digital solutions will be the next best alternative. A software appliance is a basic server hardware which has all the necessary software pre-installed and pre-configured already and ready for use with a few implementation steps. It offers the same ready- to-use feature as the cloud solutions on an on-premise set-up. Budget requirement is also significantly less than typical on-premise deployments where software licenses, server hardware and implementation services are procured separately. If budget permits, going straight to an enterprise on-premise system ensures long-term use and benefits. Deployment and set-up time usually takes 2 weeks.
  3. Invest in a digital scanner, Multi-function devices (scanner / copier / printer) are the recommended option because these equipment are designed for high volume and are very durable. These devices also offer direct integration to a DMS.
  4. Decide on a “digital cut-off” date, which means starting this date, all incoming documents should be digitized at the point of receipt and uploaded to your DMS. Don’t worry about digitizing the back-files yet unless these documents are absolutely necessary for your business to operate. Otherwise, scanning back files can be done after the digital cut-off date.
  5. Select which data inside your documents are used in business transactions. Your DMS has to provide various options to capture these information from the documents, either manually or automatically.
  6. Decide if a BPM (Business Process Automation) solution is needed, usually this comes after most necessary documents has been digitized and the company is moving towards a partial or full automation. This will enable your employees to not only access information remotely, but also to process the data as part of operations while working from home. Examples are contract processing, invoice processing, employee on-boarding, etc. A BPM solution may be implemented later, depending on how critical the digital process is.


Once your business has implemented a basic digital office, it will be worth considering to take digitization a step further and aim to digitize all of the organization’s processes. An advanced implementation will take some time, typically 3 to 6 months, depending on the complexity of your processes which need to be digitized. This timeframe will be enough to prepare in case a next pandemic occurs.

  1. BPM solutions can be used to automate all processes. It is best to evaluate the most crucial business processes and develop a digital workflow for each.
  2. If the business already utilizes other software technologies such as Enterprise Resource Planning (ERP) software which handles the financial aspect and operational resources of an organization, integration between these digital technologies, including DMS and BPM should be considered.
  3. Consider forecasting for storage and transaction (or user) volume. This will ensure that the system will be ready for long term use.


There are various engagement models which can be aligned with your organization’s budget, aligned with each deployment type. Below are some figures which are all based on Docukit’s own line of digital products. Please note that these are approximate pricing only.

1. Docukit On-Premise

Investments on on-premise digital systems are treated as capital expense (CAPEX). The software licenses and server hardware are purchased once, with a certain support/warranty period. Typically, post-implementation support is renewed on a yearly basis with an annual fee.

Docukit offers 3 types of on-premise deployments:

(a) Docukit Prime Appliance (basic software + small server bundle) starts at PHP 118,000.00

(b) Docukit Ultima Appliance (advanced software + small server + scalable storage + back-up system bundle) starts at PHP 261,300.00 and

(c) Docukit Enterprise (advanced DMS software, no server) starts at PHP 372,880.00.

If the Docukit on-premise system is to be made accessible thru internet, it would need direct internet connectivity, static IP address, domain registrations, security), support personnel (system admins) and electricity. Back-up systems are also a must!

Among these on-premise options, Docukit Prime and Docukit Ultima are the most practical, portable and affordable ready-to-use DMS solutions which can be implemented quickly.

2. Docukit Cloud

This implementation is usually an operational expense (OPEX) and no CAPEX is involved. Cloud solutions are subscription-based and are billed monthly or yearly. Included in the subscription fee is the use of the software along with technical support.

For purposes of indicative costing, a typical subscription starts at PHP 5,000.00 one-time set up fee,  and PHP 15,000.00 monthly fee for 15 users (minimum users required for private cloud). Private cloud implementation is where the entire system’s resources (software and virtual servers) are exclusive and dedicated to your organization only.

Also consider adding an average 50 Mbps fiber internet service subscription from a telco provider.

3. Custom BPM Applications – moving towards Business Process Automation

Investment cost for more advanced implementations vary depending on the scope and complexity of the project. This is usually billed based on a combination of software licenses, hardware and service manhours to be rendered by the implementor.


The business world has always been challenged to adapt to changes. Now, businesses are forced to change the way they operate. Various options are made available to help businesses adjust quickly, allowing them to implement fast, short-term and low investment solutions, while at the same time preparing for a full and long-term digitization implementation. Digitization used to be considered as a means to boost efficiency and productivity. Now, it has become a necessity.

Docukit provides all of the above digital solution options, including implementation and consultancy to help your business transform and adapt to the changes in today’s business environment.  

If you want to assess further your company’s ability to Work-From-Anywhere, the following questionnaire will guide you.


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On-Premise Document Management for Remote Management

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Recent events have introduced different ways on how to streamline business operations on and off the office premises. There are digital technologies that organizations can utilize where employees can remotely work at home (or anywhere else) and automate operation with reduced human intervention. This makes organizations resilient while giving employees and employers alike some peace of mind in these trying times.

The pandemic vehemently hit the world which affects businesses in all scales and industries. That’s why the need for solutions for Work From Home or Work From Anywhere set-up is growing to address the need of business continuity or remote management. One of these solutions is the Document Management System or DMS.

Docukit Document Management System (DMS) provides the core capabilities of digital archiving. Moreover, types vary based on your needs to tailor fit any business: SME or enterprise. One of the deployment types of Docukit DMS is on-premise.

For some organizations who prefer that no data should go outside their physical office premises, an on-premise deployment is recommended. For this set-up, the business has full control over the entire system including the server and its components. Though installed in the physical office, the systems can be configured to be accessed remotely from the employee’s home or elsewhere.

Organizations usually go for this approach if they have sufficient IT facilities (server room, local network, etc.) and technical support capabilities (system and network administrators and IT personnel).

Investments on on-premise digital systems are treated as capital expense (CAPEX). The software licenses and server hardware are purchased once, with a certain support/warranty period. Typically, post-implementation support is renewed on a yearly basis with an annual fee.

Docukit offers 3 types of on-premise deployments:

Docukit Prime Appliance (basic software + small server bundle)

Docukit Ultima Appliance (advanced software + small server + scalable storage + back-up system bundle)

Docukit Enterprise (advanced DMS software, no server)

If the Docukit on-premise system is to be made accessible through internet, it would need direct internet connectivity, static IP address, domain registrations, security, support personnel (system admins) and electricity. Back-up systems are also a must!

Among these on-premise options, Docukit Prime and Docukit Ultima are the most practical, portable, and affordable ready-to-use DMS solutions which can also be implemented quickly.

Can’t decide which deployment type you need for your business? Feel free to reach us at marketing@docukit.com for a free consultation. Moreover, you may want to take the online survey through this link: https://www.docukit.com/ensuring-your-business-operational-resiliency/

Digitization and Automation Tools Towards Business Continuity

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Now, more than ever, companies all over the world are taking a serious look at improving their Business Continuity Plans. The ability to work from home, or anywhere at anytime complemented by digital and automated processes are becoming the new norm and key strategies in ensuring an organization’s resiliency in the event of the next pandemic, calamity or any other disruption.”

As previously discussed in our article “Work from Home: Make sure to Digitize and Automate your Business”, we mentioned that digitization is one of the things to consider. Digitizing physical documents and automating processes can streamline business operations to deliver faster and more efficient transactions.

Through digitization and automation, you can lessen human intervention and let the business tools do the work, even when you’re at home or on a business trip. It keeps your business running whether in a normal situation or in an emergency.

Below are the tools that you may consider in digitizing and automating your business.

Document Management System (DMS). DMS is more than just a storage facility. It makes your document management more meaningful than ever. Creating a digitized copy of your physical files is the first method. After which, uploading it in a DMS lets you store, manage, easily search and secure your precious documents. It can automatically capture the content from your digitized documents as mentioned below. Therefore, accessibility and management will be faster and legitimate sharing of data will be automated. DMS comes in different types to fit each organization’s scale: basic appliance/software, enterprise-grade and cloud.

Data Capture and Intelligent Document Classifier. In just a few clicks, these tools will help you automatically classify digitized documents and capture its data so you can use it with other business tools. It lessens manual encoding and classifying of digitized documents saving loads of time for your team.

Data Protection Application. Organizations are somehow bounded by the data protection law to ensure consumer security when it comes to personal information. Data Protection Application helps your Data Protection Officer or DPO identify all personal data flows within your organization, including all data collected from customers and employees through various channels. It is the DPO’s tool in managing the personal data life cycle from collection, retention, and until the deletion of those data.

Business Workflow. Business Workflow digitizes approval processes that give the organization the capability to automate various routine processes for efficiency and productivity. In a few clicks, you’ll be able to route your digital documents for approval which eliminates manual approval pain points.

Customization and Integration. Connecting different business tools can make the transfer and use of data seamless and faster. One of the tools is the Application Programming Interface or API that lets your multiple systems “speak” with one another and share their data with each other.

Message us for a Digital Transformation consultation. You may reach us at marketing@docukit.com.

WORK FROM HOME: Things You Need to Prepare

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As we mentioned from the previous article “Work From Home? Make Sure to Digitize and Automate your Business”, implementing a Work From Home (WFH) set-up is not a new thing nowadays. Some organizations include WFH as part of employee benefits or privileges while for others, it’s part of the contingency plan when a disaster or community health risk get in the way.

WFH can be a permanent set-up for some employees whose nature of work can be done outside the workplace. Moreover, some organizations allow WFH depends on the employee role and work style. Hence, making a work from home set-up a viable and appealing option even during normal circumstances. On the other hand, work from home can be limited to employees whose tasks are towards client relationship management and operations.

Furthermore, WFH is a way of business continuity in times of natural calamity or community health risk to ensure the safety of the members of the organization. With the inevitable community situation lurking around, WFH set-up is highly utilized by most organizations to ensure business continuity. In this case, employees and the management must both agree with WFH set-up.

Implementing it, however, might take careful steps to make it seamless. How can you do it? Let’s find out.

Not all employees may fit the work from home approach. Therefore, selecting employees for this set-up is vital to ensure that the job will be done as good as when they work on their office desk. Employees that require physical presence may not be suitable for this set-up unless they can get the job done otherwise.

As previously discussed, the organization must provide adequate equipment or devices needed by their employees. Means of communication and internet connections must also be ensured for proper and consistent work collaboration among team members.

Make sure to come up with a sophisticated digitization plan that involves digitizing physical files and giving remote access to business applications to work on the needed digitized files and extracted data from physical documents. This is also beneficial in the long-run to make the organization future-proof and digital-ready.

Establishing the expectation for WFH employees must be accentuated and made sure that everyone is properly aligned. Tasks to accomplish and timelines must also be stipulated with a fair share of ideas from the management and employees. This will ensure both business continuity and a harmonious relationship within the organization.

Is your organization already equipped with WFH set-up? Feel free to reach us at marketing@docukit.com or by visiting https://www.docukit.com/contact-asia/ for consultation.

Work From Home? Make sure to Digitize and Automate your Business

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Work from home set-up is not a new thing nowadays.

Some organizations allow employees to have schedules of working from home weekly, as part of the employee’s benefits. For some, organizations and employees agree to work from home due to fortuitous events like disasters and community health risks to secure the welfare of their employees.

The question is, how do you make work from home set-up as efficient as working onsite? Below are a few basic things that you may consider.

All members of the organization must have the means of communication and collaboration.

The administration must ensure that employees working from home have adequate communication tools like mobile phone, landline, internet connectivity to access messaging apps and emails for clearer coordination and collaboration. Nothing is more efficient than with proper communication.

Ensure that employees have equipment/devices they need.

 Laptop or desktop is ever an essential tool to work from home, although access to emails and other messaging apps for collaboration are already available on mobile phones unless access to some business applications is only restricted or limited to the office desktop. Aside from this, other tools must be provided for employees to accomplish their tasks. For instance, a mobile landline can be provided to the customer service team to answer customer queries and concerns even at home.

Most of all, DIGITIZE.

Aside from having an eco-friendly and less paper workplace, one of the obvious benefits of digitizing your office process is when employees can work offsite due to natural disasters or community health risks. Digitizing manual processes can even make the workforce more productive onsite or offsite. Therefore, it lessens the possibilities of tasks not getting done on time.

Business Automation tools like digital workflow and digital archiving tools like Document Management System can help you implement and establish a more efficient working environment, without requiring employees to always be at their office desks.

What to know more about business automation tools? Feel free to reach us for a consultation. Email us at marketing@docukit.com or leave us a message at https://www.docukit.com/contact-asia/

Introducing Docukit Data Protection App

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In today’s world, larceny in limitless data, including personal data is inevitable due totechnological innovation. Companies are required to protect the personal information of thepeople inside and outside of the organization in their possession to recognize the rights ofindividuals to protect their personal data. But what if you already have archived or transformedall of your documents using the Document Management System or the DMS and you want tomake sure that the documents containing personal information are kept safe? How do you makesure that if your company has properly dispose it? And what if your company has failed todispose it? If ever the company have failed to dispose the documents containing personalinformation, then, the commissioner of personal data protection would have to fine the companyfor doing so.

With Docukit Data Protection App or the DDPA, we will be able to help you search,retrieve, secure and manage your data very easily. Following the data life cycle is alsoobtainable with DDPA. Here, you can create data sets and find out the expiration date of thedata effortlessly. DDPA is very useful in searching and retrieving in Databank. Moreover,Document filing was made easy in filing both physical and vital. You can search files using 8different index tags. Not only that, you can also secure and share the data by assigning admin,who has the access for all and the users, who only have limited access. This will highlycontribute to the productivity of each organization. Also, having this kind of software makes ourlife a lot easier (and more interesting) on a day-to-day basis. As someone whose job revolvesaround a bunch of office files, a software like Docukit DP App is extremely useful. We’reconfident to say that it’s not about storing your data but also protecting them. DDPA encouragesusers to keep their information details well organized in this digital age.

Docukit for Shipment and Logistics

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Cargo handling oftentimes communicate through multitudes of types of documents. Once goods are shipped, you have to create invoices to your customer, whether it’s Freight On Board (FOB) your dock or Freight On Board their dock. In a manual context, the brick and mortar process in shipping sometimes leads to a decrease in efficiency and increase in cost.

It is very important that every piece of document is always available at hand. Having an easier way to find and show documents provide a seamless process from loading and unloading to tracking eliminating risks of delays, charges, fines and lost shipments. 

Digital Archiving delivers a logical solution that harness efficiency in shipping process from getting the shipment details up to billing administration. 

Below are some documents that digital archiving manages:

  • Vessel reports
  • Import / Export reports
  • Discarding report
  • Loading report
  • Receipts and billing documents
  • Logistics Documentation

By putting the right document in to the right hand in just a few clicks, shipment process can be more efficient and eliminates pain points. This allows you to dedicate more time in more revenue-generating projects. 

Digital archiving is usually set to be the subject matter expert in providing efficient solutions in shipping businesses, thus, harnessing profitability and productivity.