Despite the increasing digitization of business today, the truth is that the paperless office is far from a reality. Most organizations still rely on the exchange of paper forms, records and documents to get the job done. Indeed, a great deal of printed information drives the fundamental workflow and success of nearly any organization. Pick a key business activity and you can bet that printed documents play a fundamental part in the process.
The term “paperless office” has been tossed about for decades, but while numerous advancements have occurred in scanning hardware and software, mobile devices, and digital technologies, today’s businesses continue to be challenged by the reality of making the transition from paper to digital. As a result, many companies find themselves mired down in paper-based workflows despite the fact that the tools for automating their processes might be at their fingertips.
Information is the lifeblood of business today. Managing and controlling business-critical information is crucial to driving more efficient work processes and improving knowledge worker productivity. Businesses need an effective content strategy that begins with managing documents and extends through automating workflow.
One advantage that has come out of the numerous data and security breaches over the past couple of years is an increased level of vigilance and interest in security on the part of the end user. Whereas in the past, providers often had to enforce the importance of security on customers, recently the customer has become more proactive in regards to security solutions.
Mobility in the office is much more than simply a BYOD (Bring Your Own Device) phenomenon. The pervasive nature of mobile computing fueled by the rising use of tablets, smartphones, and cloud-based content has transformed today’s office environment. Mobilization of the workforce is now in full swing, and organizations are investing in mobile technologies and cloud-based solutions to drive worker productivity.
Inefficient document management is a significant burden for many organizations. Businesses remain buried in paper documents and content of all types, making specific material difficult to locate and access. Employees often spend too much time searching through legacy file systems and disparate document repositories looking for information, which translates to squandered resources, poor productivity, and countless employee hours wasted. According to recent studies from IDC and McKinsey, knowledge workers spend an average of nine hours per week simply searching for content. The problem relates to both hard copy documents and digital media.
Innovations in document and data capture technology are changing the way we do business. Distributed capture using common multifunction printers (MFPs) is helping to extend the value of capture to the edges of the organization; speeding the pace of business, increase collaboration and workflow, and reduce the expensive burden of paper in many key business processes. Indeed, new capture technologies and approaches are propelling important process improvements. But how are real-world organizations making the most of these capabilities? Here are four important applications to consider.
The scope and value of document and data capture is changing. Once regarded as a world consisting only of centralized scanners, high-volume documents and specialized teams of administrators, next-generation capture tools and solutions include more expansive capabilities that go beyond the confines of process-specific applications to perform as an enterprise-wide platform for operational improvement.