Making the most out of a paperless document management system consists of assessing current employee work habits and deciphering which tangible items can be entered into the system. Unfortunately, some business practices completely disregard the lives of trees and continue to print records or forms that may be looked-over once and routinely put into steel cabinets never to be viewed again. Spending the time to scan these documents is just as wasteful as it is frustrating for employees charged with conducting such a frivolous task.
There's an app for that
According to The Horn, Scanbot, a document-processing smartphone application that was recently launched by tech company Doo, has received positive reviews by users. Mobile devices are quickly becoming ubiquitous in the workplace, as many employees continue to access company information via tablets or other similar mechanisms. Therefore, this tool may be applicable to organizations looking to quickly scan a variety of different forms.
The source noted that the application allows users to sync or upload any scanned items into a document management system in the form of JPEG or PDF files. In addition, business professionals are able to highlight specific pieces of text such as names, dates and prices. Blur correction, color optimization and text sharpening are useful additional features.
Keep it simple
The whole purpose of transitioning to electronic workflow is how easy it is to access, manage and store documents. Though the behind-the-scenes work involved with conceptualizing and developing scanning software is quite complicated, utilizing it shouldn't be an arduous task. Therefore, it's important that a company selects a solution that best pertains to its operations.
Christopher Null, a contributor to PCWorld, noted that selecting the appropriate deployment is all about figuring out what the program does with the documents once they're scanned. A few questions should be asked before purchasing the software:
- Will folders containing particular records be easily accessible from in-house PCs? What about remotely?
- Is the program operating through a cloud solution? Will it integrate well with on-premise systems or my own cloud platform?
- Is the solution easy to work with?
If accessing documents seems uncannily difficult, then search for a different solution.
Obtain the necessary equipment
Although going paperless may mean the demise of the office printer (thank goodness), there's still one essential task it must perform before it's put out of commission: helping company employees scan about a dozen filing cabinets' worth of documents. In the event that the machine is anachronistic, there's a good chance that it may not be able to perform up to standards.
For this reason, Null recommended looking for devices that possess a sheet feeder and a duplexer. Using a flatbed scanner can put pages out of order or distort the quality of the scan. In addition, organizations looking to utilize document management software should factor in speed to the equation. Workers don't want to spend hours standing in front of a machine just to process an inadequate amount of files. Get it done in less than six hours, depending on how much material you need to scan.
Once the process of scanning thousands of documents is over, an office can finally rid itself of those bulky filing cabinets and make better use of precious space.