Accessing a specific document from a pile of paper documents is a cumbersome process, which can consume much of your valuable time. The system may get more complex and overloaded when more than one file has to be retrieved at a time. Many organizations are moving towards scanning and indexing to digitize documents and reduce the overall search time.
For example, when a company merges with another one of different capacity, they face a lot of challenges in record management. The filing systems of both the firms should be clubbed together to develop a standardized and centralized system for file tracking and management. The system should have additional features such as improved efficiency for easy file access and retrieval, minimizing the delays in receiving specific files, and to establish a uniform record management practice. All challenges and additions can be addressed by digitizing the records and implementing a centralized document management system for file access. This may cause the overall efficiency of the system to increase as well as the productivity.
State-of-the-art Document Management for Improved Business Efficiency
Professional firms usually rely on advanced scanners and optical character recognition software for document scanning and conversion. OCR technology is more advanced than scanners, as it enables the conversion of any type of documents to editable and searchable data. Suppose you received a brochure or a PDF document via email. Is it possible to make this information available for editing in other format, say MS word, with the help of a scanner? No. But, it can be made possible with OCR software that would single out letters on the image and put them into words and sentences. This allows users to access and edit the content of the original document. Cloud-based OCR technology is available to provide document conversion services online. The main benefits of building a document scanning and conversion system with advanced technologies are time savings, cost-effectiveness, and optimum use of storage space.
Other benefits include:
* Helps in ensuring confidentiality and security of data
* Easily transfer and share electronic documents by email or via the internet
* Easily convert financial documents from a scanned PDF file to Excel.
* The data is made available centrally or is easily distributed. This enables multiple users to work on the same document simultaneously.
* Increases overall customer satisfaction, as online documents can be quickly retrieved and modified as per the customers requirements.
* The risk of data getting lost or damaged is minimal. Even if it is lost or damaged, it can be easily retrieved.
In this hi-tech age, it is important to digitize documents and set up an efficient document management system. Increased requirement for document compliance and spurt in customer expectations have made the process more relevant. Anyhow, setting up an in-house system for document digitization is expensive and burdensome. It is more practical to rely on professional document management companies that offer services at affordable price tags and minimum turnaround time. They use advanced technology and equipment, and keep updated with changing technology and trends to improve performance and increase client satisfaction.