Document digitization will help to streamline operations.
Companies making the transition to digital workflows are enjoying streamlined operations, better access to critical data, faster production and reduced waste. If your office still relies on paper documents to get work done, it may be time to go digital to enjoy these improvements. Check off the following list to prepare your organization for this innovative transformation.
Project planning and analysis
First, determine the overall scope of your project. What processes currently rely on paper? Where are the most glaring bottlenecks that need optimization? Look for areas where your workflow needs improvement, and your processes can benefit by document digitization. Do you need to replace physical files that are taking up too much space in your office? Are you spending too much money on printer repairs, ink and paper? Is work slowed down by inefficient paper-based workflows? These are all areas that a document conversion plan can greatly improve.
Just because a process currently relies on paper forms does not mean it can't be digitized to improve efficiency. The content is the most important part – the information that's in these documents can be transformed to a digital delivery system. Sharing, signing and other interactive aspects can be captured in the digital workflow.
"Sharing, signing and other interactive aspects can be captured in the digital workflow."
Creating a bridge between analog and digital
If you're concerned about going completely "paper free" all at once, balancing between analog and digital can be a prudent measure as your office makes the transition. Paper forms are largely embedded in today's workplace, so it's not necessary to completely uproot that all at once and start scanning everything. Use document digitization as a means of transforming the areas of your workflow that need to be streamlined, while rolling out successive phases for implementing the rest of the digitization plan.
Efficiency analysis
Partner with document digitization experts who can help you analyze how this digital transformation will benefit your bottom line. Properly digitizing a workflow involves more than just scanning paper documents. In order to implement a truly digital workflow, these documents can't just be converted to static PDFs. There wouldn't be a big improvement. In order to truly embrace the digital workflow and streamline processes, these documents need to converted into forms with searchable data that can be edited and updated. Partnering with the right document capture experts will ensure that your team is on the right track with the right equipment and the right game plan.
Inception Technologies offers comprehensive solutions for digitizing documents to save your office time and money, while also making sure that your documents are safely stored and easily searchable. We can scan your files, provide solutions for your document capture projects and store your digital documents. Visit the Inception Technologies site for more information.
