Digital Transformation Implementation during New Normal due to COVID-19 Pandemic for Document Management in Indonesia

By : Chesie Leviani Harment

 

In 2020, the world is being horrified by the COVID-19 virus that began in Wuhan, China. Now the COVID-19 virus has infected more than 6 million people worldwide. As of June 7th 2020 the Ministry of Health of the Republic of Indonesia stated that as many as 31,186 people were positive for COVID-19. An economist at the University of Indonesia, Fithra Faisal Hastiadi said that since China was infected with this virus, Indonesia has experienced a decline in economic growth due to the COVID-19 pandemic per China, down 1%, so Indonesia has also decreased by about 0.2%

China as a supplier of imported raw materials in Indonesia, has an impact on the scarcity of Indonesia's staple goods, thus contracting industries in Indonesia. The COVID-19 pandemic also affects the business ecosystem. This is because between businesses that influence one another and are related. There are several businesses that have a major impact, among others, businesses that do not last long term, businesses that are easy to turn over or cannot retain good employees, businesses that do not have erratic sales (depending on the season, projects, employee capabilities, and capital) and businesses that are aging and inflexible or never make changes (updates).

Based on Kompas.com, there formal workers were Work From Home (WFH) as many as 1,032,960, with 315,165 laid off workers. Informal workers were affected as many as 316,000 workers. Sri Mulyani explained that BI, OJK, LPS, and US predicted economic growth would decline by 2.3% and could even become -0.4% in a very severe scenario. This condition can make the decline in economic activity potentially pressurizing financial institutions because credits cannot be paid and even given relaxation does not pay. In order to the company will be difficult in terms of revenue (revenue) and affect their ability to pay their debts.

Parts of the affected economy are the household sector, UMKM, corporations, and the financial sector. Workers from the household sector cannot work due to health threats due to being infected with COVID-19. The impact they will lose income, not meet the needs of life and make people's purchasing power and consumption decline. The UMKM sector which cannot carry out its business activities also greatly worsens economic conditions. So that the transmission of humanitarian and health problems becomes a social, economic, and threat of financial stability.

At present there are still several cities that extend the PSBB / PSBB transition period, one of which is Jakarta. This is because 2.4% of the Jakarta area is COVID-19 positive. The transition PSBB in question is permissible, with regard to health protocols and applying 50% of capacity. Evaluation is carried out after one (1) month PSBB transition is applied. If the evaluation shows good results, Jakarta or some regions that apply the transition PSBB will enter the second phase, namely New Normal.

Government efforts ahead of the implementation of New Normal are continuing to carry out evaluations of the implementation of PSBB, massive testing of samples, progressive tracking and strict isolation of exposed citizens. These activities continue to be carried out until the vaccine is found, and further clinical and field testing must be done. Vaccine production also takes time so that the community can remain productive and safe from COVID-19. Some preconditions that must be considered before the enactment of "New Normal" are tight socialization to the public about wearing masks, washing hands, keeping a distance, avoiding crowds and increasing immunity so that people are accustomed to discipline with health protocols.

As long as New Normal is implemented, the habit of gathering (seminars, meetings, bazaars, etc.) will still be reduced even eliminated and replaced virtually / digitally. This digital transformation is also implemented in organizational document files. Some of the obstacles and obstacles in making this change lies in checking files that are physical because it cannot if only digitally.

Minister of Communication and Information, Jhonny G Plate, assesses that Indonesian people are currently unknowingly accelerating digital transformation to enter the digital society. Digital transformation is digital technology that is used to change the way businesses work and connect businesses with customers, including digital documents. Piles of paper documents and complicated manual processes can be changed with digital document workflows to improve customer experience and productivity.

The first step in implementing a document workflow is to digitize paper files. The document management flow starts with scanning physical documents during the digitization process using a multifunction printer (MFP). But effective digital document workflows must also include storing data in documents into business or CRM applications. Such as in the sales side, moving customer data with MFP, and then sent automatically and stored in a cloud-based CRM system. The optimization and automation of the process not only minimizes human error but also increases staff retention and productivity.

But data security is very important for companies to take action to protect and safeguard their data as part of a digital document workflow strategy. In this case, some MFPs are equipped with NFC (short range communication) capabilities that only allow those who have access to use the printer. Now all data and documents that have been digitized must be ensured that the data and documents are easily found and accessed by employees. This can be achieved with a cloud gateway that allows employees to not only optimize workflows to increase productivity but also find information about multiple cloud services with a set of user credentials. COVID-19 has influenced all aspects of life from social, educational and economic. But in this era, digital transformation can be a way out for some parts or all sections of society that are affected both in terms of industry, business and education.