What is phygital information management?
The word phygital is a blend (or, if you’re trying to win at Scrabble, a portmanteau) of the words ‘physical’ and ‘digital’. Phygital information management is a hybrid approach where organisations retain physical records where required, while also creating secure digital versions to improve access, searchability and workflow efficiency.
Restore Information Management has been building towards a phygital approach for over 30 years. We combine secure document storage, scanning and document management systems to help organisations manage hybrid libraries with clear governance, fast retrieval and reduced storage overheads.
Because while some might ask you to choose between physical and digital, the truth is most organisations need both. A phygital model avoids the operational risks of paper-only storage and the cost and disruption of digitising everything.
The limitations of physical
Paper is a known quantity. Many stakeholders, partners, and customers still create paper records, and some prefer it.
But paper takes up valuable space, is harder to track at scale, and can slow down access to information. When records are misfiled or difficult to retrieve, organisations face operational delays and increased compliance risk.
Digital records promised to solve these problems. But digital doesn’t always solve your problems; sometimes it just moves them to another medium.
The drawbacks of digital
Digitising an entire library is a major undertaking with a significant cost. A company-wide digital transformation can disrupt business operations and overwhelm budgets.
And it’s not always appropriate. Some stakeholders still require paper, and certain records must legally be retained in their original physical format.
For many organisations, going all-in on digital isn’t feasible, and isn’t necessary.
The future is phygital
You get the benefits of digital without the price tag, because digitisation is focused on the records that are actively used, frequently requested, or operationally critical.
You also keep the benefits of physical retention, with cost-effective off-site storage in secure local facilities less than two hours from your front door.
Everything is supported by systems and processes that make hybrid record access predictable and auditable, so teams can retrieve what they need without delays, and organisations can demonstrate compliant information management.
– So regulators are tickled pink with your compliance efforts.
– So you can evolve your digital transformation at your pace.
– So you can save time, money, and space.
The benefits of phygital information management
Access on your terms
Instant access to digitised records, and scheduled retrieval or delivery for physical originals.
Easy to find
Whether the information is on paper or pixel, you’ll always be able to find what you’re looking for.
Lower costs
Avoid the cost of digitising everything while reducing on-site storage overheads.
Simple management
One managed approach for hybrid records, with clear indexing and predictable retrieval.
Reacts to your needs
Use Scan on Demand to digitise specific records quickly when urgent access is required.
Unrivalled security
Physical and digital records are protected through secure facilities, controlled access and robust information security controls.
Digital at your pace
Dip your toes in the water with digitisation that focuses on delivering the biggest bang for your buck.
Regulatory compliance
Demonstrate hybrid information management aligned with retention requirements and privacy regulations.
The phygital process
Many phygital journeys look a little like this:
- Index, catalogue, analyse: We assess your library so you know what records exist, which can be securely disposed of, and which are most frequently requested.
- Systems and processes: We implement the systems, access controls and workflows required to manage hybrid records securely and consistently.
- Focused digitisation: We digitise the records you request most often, improving access while maximising return on investment.
- Secure, local storage: Remaining physical records are stored in a secure local facility less than two hours from your front door, supporting predictable retrieval when originals are required.
Do your unique needs require a different approach? No problem. Our resourceful team will adapt the process to deliver a phygital library that meets your compliance requirements and access needs.
HM Land Registry needed help to understand what they should and should not digitise
HM Land Registry held 88 million files in 10 sites across the UK. So when Eve Foster was tasked with delivering digital benefits to teams both in the office and at home, she turned to Restore Information Management.
We began by consolidating the records into a single, secure storage facility, significantly reducing storage costs and allowing us to offer same-day delivery of any file. We then analysed usage data to reveal which records were most often requested, and scanned 160,000 documents to give both office and hybrid workers instant access to the information they needed. We supplemented this with our Scan on Demand service, providing same-day digitisation of any record in the physical archive.
This phygital approach contributed to £278 million annual savings, as well as saving significant time for property buyers.
Find out more about how phygital saved HM Land Registry time, money, and space.
Let’s get phygital
Maybe Olivia Newton-John isn’t an information management guru, but she’s right about one thing: let’s get phygital. If you’re ready to listen to Olivia, get in touch. Our resourceful team is ready to listen to your problems and figure out the right answer for you
Let’s get phygital