Business organizations have a huge pile of paper documents that are required for their day to day activities like marketing, accounting, logistics, customer service, financing and so on. Paper is still used in many organizations for recording every detail of these activities. It is important to intelligently manage your paper documents to ensure enhanced efficiency. Intelligent document management starts with document scanning and conversion into suitable formats, and this can be achieved with the support of a good document scanning company that offers this service as part of its data conversion services.
- Understanding the nature of business data: Organizations have both structured and unstructured data. Structured data is information that is organized whereas unstructured data is disorganized. Paper documents like receipts, faxes, and invoices contain unstructured data that come in daily and these need to be organized systematically and managed properly to avoid paper clutter in your office.
- Streamlining paper-based workflow: This can be done by scanning the hard copy documents in a timely manner. If you decide to invest in scanners rather than outsourcing the scanning process, look for good scanners, paying special attention to important factors such as scanning speed, paper size, paper jam detection, and quality capturing of images and information. Along with scanning and indexing, the digitized documents should be fully searchable.
Benefits of Digitizing Business Data
- Optimize paper-based workflow processes and improve customer service. It allows quick archiving and integrating of customer information to a CRM database. Customer service representatives will have a clearer view of customer interactions and thereby improve service to customers.
- Backup can be created of even the most voluminous paper assets. Digitizing enables backing up of paper documents to become a natural part of the disaster recovery program.
- The data analytics department stands to benefit because data from various paper sources can be easily extracted and used to gain actionable insights.
Eliminating the use of paper completely may not be possible in a business office. Every organization will have some paper documents that are essential for day to day business activities. All these documents can be scanned efficiently with the help of a reliable document scanning company.