That is 100% correct, in theory.
In the real world, however, process changes in any large organization tend to be slow, expensive, and messy.
It's often a NECESSITY to look for incremental optimizations and workarounds.
I saw a situation very similar to the one you are describing. A large organization with 1000+ points of sale, having to snailmail paper documents (i.e. contracts) to the headquarters - everyday.
Such contracts were produced/printed with a proprietary software solution, in which Cobol (!) code was a major part, plus a bunch of different databases, etc etc.
The type of thing: "Don't touch ANYTHING or it falls apart...". Despite this, for their needs, it was working pretty ok - wasn’t changed in may be 15 years or more.
Add to this: (1) old-ish /poorly trained staff, used to the very same UI since forever (2) the necessity to file the paper version anyways, since it carried signatures .
What do you do? Sure, there are valid arguments to change it all, and start from scratch - web UI / cloud / VPN / insert-your-buzzword.
But at the end of the day, if you take the total cost, this would easily be a multimillion investment. And cause a lot of glitches in the business. And almost 100% piss off the staff ("I liked the old one better! It was nice and green! And what about this new mouse thingy?")
While you figure out the ramifications of a total overhaul, in the meanwhile you may still want to file the contracts as PDFs, instead of simply throwing them in a warehouse. And, the "meanwhile" could last years...