Records Management Blog | Practical Records Management

Unlocking the Paper Shackles from your Information

Posted by Tom Doyle on Tue, Mar 23, 2010 @ 04:04 PM

  • How many times have you needed to access an important file or reproduce a form to support a customer inquiry?
  • Have you ever gone to the file cabinet or Archive to access a transaction, only to find the document is missing?
  • How about producing a proof of delivery ticket, so you can collect an open receivable?

If you're like most business organizations, the answers to these and many other document management questions are: Everyday, Yes, and Often.

So why then are you still filing paper documents?

Accessing information critical to the success of any business should be as easy as doing a google search.  It is, if you scan. Imagine the efficiency gained, not to mention the improvement in customer service, if you could respond to customer inquiries while actually on the phone with the customer. Document Scanning provides more value than just ease of use though. Imaging allows for collaboration, can provide compliance with industry regulations, increases the level of document security and can help to easily manage the life cycle of all business information.

Using scanning technology to create workflows driven by the presence of rules in a business process reduces the reliance on a human element from getting things done efficiently. A manager or director, whose approval is required for a process to move forward, can approve the necessary documents electronically instead of having to have the paper in front of her. If that person is out sick or on vacation, the documents can be routed to other managers to move the process along efficiently.

In many instances companies who have been successful changing the culture from paper to electronic images, have enlisted the help of an expert. Outsourced scanning services companies, also known as Service bureaus, have the experience and infrastructure, through the use of high speed scanning equipment and specialized software, to complete jobs quickly and return image files to a secure system where end users who have the proper security rights can access the information.

Today's business environment demands that organizations react quickly and efficiently to support their customer base. Capturing, sharing, storing and securing business critical information electronically, while reducing the reliance on one dimensional paper documents, enhances this requirement.

Tags: Paperless Office, Document Management, Document Scanning, Document Imaging