Digitization: Paperless Business is Trending


May 19, 2015
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In an age of massive information growth, organizations are integrating various policies, across diverse lines of their business process, to reduce the amount of paper that they produce. The tilt to digitization is becoming universal.

This development has really taken off in several industries, particularly the legal / law sector, the financial industry and those in the medical field. The paradigm shift in paper-intensive fields are in large part due to the unsustainable nature of paper-piling, cluttered offices and having to be diligent in compliance and regulatory matters. These organizations are legally bound by new legislative and internal policies, which have factored in new scanning technologies that can help bring a new wave of visibility, accountability and transparency.  The need to ensure privacy has meant that disaster recovery has been also become standardized and corresponding protocols need to be implemented.

Need Digitization Services?

If you’re in need of digitization or scanning services to help manage your growing office clutter? Fidelity IT Solutions will assist and add your document management needs and help transform your office into a paperless one. We are located in downtown Toronto and assist the Greater Toronto Area (GTA) and surrounding Ontario towns. Call us at 647.693.9124.digitization

The health, financial and medical industries are not the only ones who have seen a drastic change in their document management strategies in the last 10 years due to the advent of intelligent scanning solutions. Digitization solution businesses have been able to streamline the ability of organizations to store, access and manage files. The comprehensive solutions that are now available allow organizations to scan and digitize on the fly, changeover documents to digital formats and archiving pre-existing documents, which enable organizations to have access to yesterday’s information.

For companies who are trying to find better ways to organization the growing volumes of their business information, document management has become a hot button topic. The drawbacks of a fully-integrated solution is that it will require some start-up costs. This one-time cost will be offsetted down the line on multiple fronts, such as speeding-up access to the information your business needs, minimizing potential for compliance risks and not overburdening personnel with tedious tasks of locating files. The end-game is that you will realize a positive net income.

The terminology that is used to discuss full-fledged scanning services come in many different names, such as upfront imaging, archiving, capturing, digitization or going paperless. Without dwelling into etymologies, what is true is that there has been a spike in the need to look outside company walls to onboard document management solutions’ companies to handle the paperless conversion workload. The technologies that are used to fuel it, from the enterprise-grade scanning devices, shredding equipment, broadband and virtualization have bolstered the document management industry and has afforded small-to-medium businesses the ability to leverage these services.

The drivers in switching-over to a paperless environment are multi-fold and are founded on various business-centric policies. At the forefront is reducing operational costs and ensuring that core business is running at optimal, high-productive levels. A point of emphasis – and something that most organizations that are still debating on whether to go paperless or not – is that it results in better communication between various departments. If your company has multiple departments and distributed work-forces, the ability to communicate the correct information between them becomes business-critical and important for a variety of reasons, such as locating and retrieving files and information that is needed by customer(s), prospective clients and strategic partners. Taking a real-life and common example, consider if you needed to compare insurance applications, by scanning them, you can help expedite the candidacies, by routing workflow, providing an online version to authorized users and compare coverages line-by-line, side-by-side through dual-monitoring. You can also use different applications and software that can highlight the statistics and facts, improve your decision-making and showcase marked differences between various data.

By actualizing on a vibrant, fully-integrated document management service, you are able to centralize and bring disconnected entities together. This enables you to govern efficiently and effectively by capturing, storing and sharing business-critical information that will result in higher customer satisfaction and recognize revenue growths and drop-offs. The paperless strategy cannot be optimized without first realizing that eliminating or reducing paper volumes is not only so your office can be de-cluttered but also can modernize the culture of how you exchange information. The objective of end-to-end electronic information capture is that information can be seamlessly uploaded and shared in seconds. In essence, you get a 360 degree, panoramic view of your data.

The drive to go paperless often started for companies, when they ordered a few scanners from retail stores and put them in various departments. They would often in-source this task to a student or secretary and include it in their job responsibilities, amongst others. Some businesses went further and dedicated a space in the office to scanning operations to capture incoming documents and try their best to squeeze it in their workflow. However, this would bog-down personnel who were dedicating their resources and time into non-core business elements and side-track them from more important tasks and responsibilities. Now, most businesses can afford to look to an outsourced document management service company to safely, securely and efficiently scan their pre-existing and incoming documents. Scanning companies that have superior technologies, allow for such features like Intelligent Document Recognition (IDR) and automatic indexing that help you smoothen your business process. The need to start outsourcing to help digitize inbound paper documents allows paper-intensive environments to be managed smartly. Unstructured data becomes structured, accessible, and understandable by going paperless.

Outside digitization companies set up a workflow structure that seeks to leverage first-class technologies with smart business processes to ensure that the captured images and texts are searchable and readable. Firstly, in a pre-scan setting, preparatory and quality assurance steps are taken, such as removing staples, unfolding and organizing based on document size. Industry-grade scanning devices are used to digitize inbound and incoming documents and have the image be electronically converted. In a post-scan setting and after the image has been scanned, the scanned image is de-blemished, cleaned-up and optimized. The next step requires that it is indexed and recognized. Software-enhanced programs allow for OCR, and ensure that data accuracy and image quality are up to standards. Then, the file is migrated to a content repositories where the file would be accessible. In the cost scheme fo things, the most expensive process are the most labour-intensive ones, such as the preparation, having to rescan if the quality is not up to par, and ensuring that the data bits have been captured and recognized.

As a small business or midsized business owner, you have to consider a myriad of options for yourself if you do want to scan your incoming and inflow of paper files. Do you want your organization to start small and have someone in-house do it then transition to an outsourced paperless converting manager?  The complexities of businesses should be simplified and turning to someone outside your company walls to perform a non-core task is almost universally the smart choice. It allows for scalability and ensure s that expansion can easily be on-boarded. You can also look to leverage technical expertise and take a holistic approach when it comes to your digitizing strategies.

Fidelity IT Solutions provides a full-fledged digitization, scanning and paperless services in the Toronto area. Located in downtown Toronto, we are experts in imaging and archiving solutions, we ensure privacy, security and efficiency while converting your documents and files.

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