Despite all of the talk about the “paperless” office over the past decade, your business is still somewhat dependant on paper documents. While most companies try to utilise electronic documents as much as possible, paper will still remain important to businesses for the foreseeable future.
However, there is a way to ease the burden paper documents put on your staff and assimilate these materials into your otherwise electronic office. By converting your hard copy documents into electronic files, you can turn information on paper into valuable digital data.
Document imaging utilises scanners to convert paper documents into electronic files. The data in these files is then converted into machine-readable text with the use of Optical Character Recognition (OCR) software. Once this conversion has taken place, the data is indexed so that it is easily identified, accessed, and managed.
The information that came to your office in the form of a paper document is now instantly available to your employees in a digital format, thereby eliminating paper and paper trails, and increasing the speed and efficiency with which this information is transferred throughout your company.
Digitising documents will allow you to reduce the paper clutter in your office, as well as the amount of time previously spent prepping and handling those documents. By digitising your business processes, you’ll benefit from improved collaboration and decreased storage costs. Not to mention eliminating lost or misplaced documents.
When you prioritise document imaging as a critical business process, you’ll quickly realise all of the benefits that come with this practical solution. Compared to paper documents, digital documents are also:
- Less expensive to store
- Less expensive to transport and distribute
- Easier to locate
- More search friendly