Process Automation vs. Process Digitization: A Crucial Distinction for CIOs

What is Process Digitization?

Process digitization describes the conversion of analog, paper-based, or manual processes into digital formats. A classic example is the introduction of a digital form instead of a PDF download that needs to be printed, filled out, and scanned.

Digitization primarily means making information digitally available and supporting workflows electronically – often with the help of standard software, ERP systems, or ECM solutions. Humans remain the central control instance. Decisions, triggers, or handovers are done manually.

What is Process Automation?

Process automation takes a decisive step further. Here, parts or entire workflows are taken over by IT systems based on rules. Instead of manually sending an email notification, for example, this step is triggered by a system – such as a BPM system with an integrated workflow engine or via RPA (Robotic Process Automation).

The goal of automation is to accelerate recurring processes, reduce errors, and relieve employees of routine tasks. Not only rules but increasingly also AI-based decision logic and integrations with third-party systems play a role.

Why the Distinction Matters

At first glance, digitization and automation seem closely related – in practice, however, they are different levels of process optimization. Digitization is often a prerequisite for automation but not synonymous with it.

For CIOs and IT leaders, there is a strategic difference:
Those who only digitize create the basis for more efficient processes. Those who automate transform the processes structurally. Decisions about tools, project prioritization, and budget allocation depend significantly on whether a company is only digitizing or specifically automating.

Practical Example: University Administration Modernizes Its IT Processes

A large German university first introduced digital forms to capture student applications. This successfully implemented the first step – process digitization: Paper forms disappeared, and applications were captured uniformly without media breaks.

In the second step, the entire approval process was automated. Depending on the application content, reviewers were automatically assigned, deadlines were set, and reminders were sent. The status was traceable at any time – for applicants and administration.

Conclusion: Digitization replaced paper. Automation replaced inquiries and waiting times.

Strategic Implications for CIOs

Those working in a large organization should not only understand the differences conceptually but apply them strategically. Because:

• Digitization is often the first step – necessary but not sufficient for real efficiency gains.
• Automation is the next logical step – however, it requires a different level of process understanding, technological maturity, and change management.

Modern BPM platforms with an integrated low-code approach enable both: the rapid digitization of simple processes and the profound automation of complex workflows. It is crucial that these systems can be flexibly integrated into existing IT landscapes – whether on-premises or hybrid.

Conclusion: The Right Focus at the Right Time

Almost anyone can digitize. Automation is a strategic decision.

For CIOs of large organizations:
Only those who understand the difference can set the right priorities – and avoid expensive idle projects that are only “digital” but don’t bring real progress.

Whether you first digitize or directly automate – what matters is that the chosen path fits your process landscape, your team, and your IT architecture.