Converting paper forms to mobile ones improves an organization's efficiency.
Mobile technology allows organizations to access important forms on phones and tablets, wherever their workers and clients are. Enterprise mobility provides many benefits, including increased productivity, reduced overhead and a more efficient workflow. These benefits can be applied to the workplace in many ways, but one of the most valuable is mobile document conversion. Paper forms can be converted to mobile documents, making it easier to complete, store, access and share an organization's most important forms.
Efficiency
Replacing paper forms with mobile ones saves an organization time and money, creating an optimized, digital workflow. Using cloud computing to collect, store and share data reduces many of the bottlenecks that come with using paper forms. Mobile platforms allow a people to complete, track and submit documents faster through.
"Replacing paper forms with mobile ones saves an organization time and money."
Storing physical forms can become time-consuming and expensive. Many of these documents need to be saved for a long period of time, and as the years go by these paper forms accumulate. When this happens it becomes harder and harder to store paper forms. Many offices that still rely on physical documents have to rent out storage units just to have a place to keep them all, and retrieving anything from these warehouses takes time and money. Transferring data to mobile forms is a simple solution to this storage issue.
Accuracy
Completing forms by hand creates many opportunities for human errors. Most paper forms are filled out by hand, and when handwriting is transcribed again and again it can be deciphered incorrectly. Workers can grow tired from completing the same forms over and over again, and leave some fields incomplete or incorrectly filled due to fatigue. Mobile document digitization makes it possible for many of these fields to be auto-filled. In addition, handwriting is taken out of the equation in a digital workflow, further reducing the risk of any misread handwriting.
Intelligence
Mobile document conversion can auto-populate fields to save users time when filling out the same information. This intelligence also allows the digital document to auto-calculate where it's needed, saving further time on the user's end. In addition, these advanced mobile forms can include data that paper documents can't, such as images or maps.
Collaboration
In today's modern workplace, many workers collaborate with colleagues in different parts of the country, even different parts of the world. This kind of collaboration is difficult with paper forms, but seamless with mobile technology. Colleagues in different time zones can access and update mobile forms at the same time. Mobile documents also have native features such as time stamps and tracking tools, making it easier to share and keep track of important forms.
"By digitizing documents, you can make the mobile forms easily searchable by any number of fields. "
Searching
Paper forms usually end up going in a file somewhere, and as they accumulate over time it gets harder and harder to find the one you need when you need it. Mobile forms provide an easy solution: searchable data. By digitizing documents, you can make the mobile forms easily searchable by any number of fields. This makes it easier to find and share the forms that you're looking for. For larger documents, searchable data makes it possible to locate specific sections rather than poring over the entire form.
Security
Paper forms can be lost in transit, misfiled, or destroyed by a fire or flood. Without backing up the data, important information can be lost forever if you rely on paper. Mobile forms, however, are housed in the cloud, meaning they won't be lost so easily. In addition, digital documents are easily backed up in the event of a crash, and previous versions can be digitally archived.
Making the move from paper to mobile forms pays off for businesses that are looking to improve their bottom line while increasing efficiency. Inception Technologies offers comprehensive solutions for digitizing documents to save your team time and money, while also ensuring your documents are safely stored and easily searchable. We can scan your files, provide scanning solutions for your document capture projects and provide web-based storage for your digital documents. Visit the Inception Technologies site to learn more.
