Reclaim office space and improve efficiency
Imagine an office with no clutter from paper files and supplies. Scanning paper documents into a digital format frees up storage space. Once you've scanned documents, it's often okay to discard the paper copies. However, keep essential documents like wills, notarized contracts, property titles, and annual financial statements in both physical and digital formats. This results in a tidier and more welcoming workspace.
Eliminate manual data entry
Entering data manually takes time and effort, causing processing delays and affecting overall productivity. Even skilled data entry workers make mistakes. Typographical errors and incorrect data compromise accuracy, lead to extra work and expose your company to compliance risks.
It’s expensive too, especially for businesses that process large volumes of documents. The costs of employing dedicated data entry staff include salaries, training, and staff management.
Enhance accessibility
Scanning, digitizing and classifying documents enable employees to find and retrieve information quickly. They can search by keywords, metadata or full-text search. Digital documents are also accessible from anywhere with an internet connection. This makes them ideal for remote employees or companies with offices in multiple locations. After scanning, critical business documents can be stored in a document management system, a central database that can be accessed from anywhere by authorized employees
Implement automated workflow
Manual processes often lead to bottlenecks. A paper document can sit for days awaiting the next step, only for someone to realize that it was never sent to the right person. With automated workflow, you can be sure that a document is routed correctly and delegated to another team member if an employee is out of the office. The system will also send reminders if action isn’t taken within a set timeframe.
In addition, automated workflow provides version management, which eliminates confusion caused by circulating paper documents or relying on email to collaborate.
Integrate with other business software
Because you’re working with digital documents and data, it’s easy to share data with accounting, human resources, customer relationship management software, as well as other business software that’s part of your IT infrastructure.
Improve customer satisfaction
Companies that rely on slow, manual processes can’t provide the high level of service that today’s customers expect. For example, if processing applications for insurance or mortgages is stalled, customers may turn to competitors that use modern technology. The better customer experience also improves customer satisfaction and retention.
Boost the security of critical data
Digital storage lets you safeguard valuable information with passwords and access controls. It helps your business meet compliance standards and avoid penalties or revenue loss.
Digital documents can be:
- Protected against unauthorized access with passwords, individual and role-based permissions and encryption.
- Stored securely with audit-proof procedures.
- Backed up frequently to prevent data loss.