From Paper to Digital: How to Migrate Your Contract Management
From Paper to Digital: How to Migrate Your Contract Management
Paper contracts have served us well for many years. But in an age where speed, security, and traceability are crucial, physical folders no longer cut it. If you're considering switching to digital contract management but don't know where to start, this guide is for you.
Why Switch Now?
Most businesses know that digital contract management is smarter. Yet many postpone the switch because it seems overwhelming. But consider the cost of waiting:
- Time spent on printing, scanning, and manual filing
- Risk of lost or damaged documents
- Lack of visibility into contract status
- Difficulty finding specific agreements quickly
- Insufficient documentation during audits
The longer you run paper-based processes, the bigger the task of digitising becomes. Start small and build from there.
Step 1: Map Your Current Processes
Before choosing a digital solution, you need to understand your existing workflows. Ask yourself these questions:
- What types of contracts do we handle most?
- How many contracts do we process monthly?
- Who is involved in the signature process?
- Where are contracts archived today, and how do we find them again?
- What bottlenecks do we experience most often?
The answers will help you identify where digitisation will have the greatest impact.
Step 2: Choose the Right Solution
A good e-signature solution should be easy to use for both you and your recipients. Look for these features:
- Integration with MitID for secure digital signatures
- Ability to have multiple signers on the same document
- Automatic timestamps and audit trail
- Secure storage with encryption
- Templates for recurring contract types
With ePact, you get all of this in one platform. You can send documents for digital signature in under one minute and track when each signer signs.
Step 3: Start with One Contract Type
Don't try to digitise everything at once. Choose one contract type as a pilot project – for example, employment contracts, customer agreements, or supplier contracts.
Run the process digitally for a month and evaluate: How much time did you save? What challenges arose? What can be improved? Use the experience to roll out to more contract types.
Step 4: Handle Your Existing Archive
You don't need to scan all old contracts immediately. A pragmatic approach is to digitise as you go: When an existing contract needs renewal or updating, create it digitally. Over time, your digital archive will grow naturally.
For critical documents – such as ongoing partnership agreements or long-term contracts – it may make sense to scan and upload them to your digital platform for a consolidated overview.
Step 5: Train Your Team
Even the best solution fails if employees don't use it. Ensure a brief introduction for the team and consider appointing a super user who can help colleagues get started.
The good news: Modern platforms like ePact are intuitive and require minimal training. Most people are up and running in minutes.
Digital contract management isn't a question of if, but when. The sooner you start, the sooner you'll reap the benefits of a simple, secure, and efficient signature process.
