Reliance on old technology and outdated document management systems can hamper business and process efficiency. Filing cabinets and basement shelves filled with millions of files of unstructured data have been a popular storage method for decades - but these have become outdated and a hindrance to productivity. Small, medium and large business enterprises regularly face problems involving slow communication with clients; unsecured private information; stagnant document flow; unreliable information tracking and monitoring; and slow recording of data.
New technology is changing the way that businesses function. Complete control and flexibility of previously unstructured and inaccessible data can be achieved by uploading information instantly, digitising the data with optical character recognition software and providing easy access to stored information through sophisticated document management technology.
Document scanning, digitising and electronic data storage has become a necessity for streamlining business processes. Digital data storage allows for quick and easy processing and retrieval of large volumes of information which can then be accessed as complete digital files - through the use of scanners and document management software.
Scanning equipment and recognition software solutions
Different procedures and document types require different scanners and types of digital recognition software. For example, there are book scanners for capturing data from books, high volume scanners for capturing large volumes of office files and documents, desktop scanners for everyday paperwork and microfiche scanners for converting and storing data on existing microfiche as digital information.
High volume scanners can process hundreds of pages or images per minute. There are specialised scanners which can accommodate documents varying in size from business cards or passports up to A0 - large maps, books or documents like building plans. Most often, scanners handle A4 or A3 documents and offer either simplex scanning, where only one side of the page is scanned, or duplex scanning, where both sides are scanned.
Capture and recognition software converts information by taking the scanned version of hardcopy documents and converting it into digital data. Optical character recognition (OCR) software can recognise text and/or symbols and can, for example, output a scanned spreadsheet as a fully-editable Excel file. Document management software stores and organises digitised documents. This software allows for complete control over the storage of digital assets and enables quick and easy searches for documents and specific data from the scanned document repository.
Streamlining business processes with document scanning and data storage
Unstructured data is the term given to hardcopy documents such as receipts, records and financial statements. It is unstructured because the information exists on paper and not as digital information in a database. It is hard to share, collaborate on and - often - even find! Without a digital management system to organise the data, a business that relies on such methods wastes time and resources searching for hardcopy documents and processing the information these documents contain. Consequently service to their clients will be hindered.
Modern scanning and document management solutions offer functions that are simple to use and do not require time-consuming training. Storing data that is captured by scanners, processed by capture and recognition software and housed in an electronic document management system is quick and does not damage documents or compromise quality. Records can be preserved properly, particularly through colour scanning at optimal resolution.
Once hardcopy data is scanned, digitised and stored in a database which has been calibrated according to a specific content management software solution, the files are accessible via a customised interface such as a network or web interface. Easy-to-use search functionality allows for quick and effective access to files stored in the repository through keyword recognition, reference numbers and a variety of other search and indexing criteria. Electronic recognition and document management software is easy to use and can be integrated with any existing information storage infrastructure.
Companies which store confidential documents as unstructured data often run the risk of information and security breaches. Digital document management of private information guarantees that information will remain classified and safe. Access rights and varying permission levels for the document repository can be assigned by the archive manager, who controls who may access the information in the document management database.
Good scanning and document digitising companies should offer a service level agreement, guaranteeing that their equipment, scanning services and enterprise content management solutions will provide continuous assistance to their clients and ensure that investment in such systems is optimised.
A more efficient document workflow means more time can be spent on other procedures and operations. This creates the opportunity for a business to offer a better product and service structure, resulting in satisfied clients, increased profitability and outstanding service levels. Fast, easy access to well-managed data is paramount to the efficient functioning of a business.
