Why Document Scanning is Crucial in 2022

If anybody has to think of any upside of the global pandemic, it has to be the adoption of digital technologies by businesses. It has disrupted how businesses function and left a long-lasting impact of pushing companies to adopt digital technologies.

Since there are hardly any offices to go to, necessary paper documents have become redundant and sharing them has also become challenging.

It is often said- as paper stacks up, productivity goes down. This is because finding information becomes cumbersome with heaps of documents, and sharing information becomes slow and inefficient. Plus, the paper is expensive and takes up a lot of space. Not to mention, it cost an estimated $20,000 to fill a five-drawer filing cabinet with paper documents.

So, if you are a business in 2022 and thinking of digital transformation for your company, you should start with document scanning. In the post here, we will outline the key benefits of document scanning. Here,

Solving the ‘Paper’ Problem

For many businesses, day-to-day work remains mired in paper and manual processes. From data entry to monthly statements, almost everything deals with paper. But with document scanning software, text from every digital document can be extracted and converted into searchable, editable formats. As a result, it gets easier to import, edit, store and find information that is otherwise locked up in paper.

Providing Long Term Access with Digital Archiving

Document management technologies like label recognizer and OCR can scan, document, and catalog information from enterprise-wide documents. The data can also be stored in an electronic format on servers and can be accessed or shared seamlessly across all business domains.

Manifolds Increased Productivity

By facilitating quicker data retrieval, document scanning and OCR software help businesses achieve higher productivity when required. The time and effort that the employees require to put in for extracting relevant data can be channelized to focus on core activities.

Cutting Down Overhead Cost

Businesses are now cutting down on hiring professionals to carry out data extraction- one of the essential benefits of deploying document scanning. The technology also helps trim various other costs, such as copying, printing, shipping, etc. Moreover, document scanning eliminates the cost of misplaced or lost documents. It also offers higher savings in the form of reclaimed office space, which would otherwise be used for storing paper documents.

Superior Data Security

As papers can be misplaced, stolen, or destroyed by natural elements such as moisture, pests, and fire, data security becomes vulnerable when stored in the paper. However, this is not the case when data is scanned, analyzed, and stored in digital formats. Furthermore, access to these digital documents can also be managed to prevent mishandling of digitized data.

Massively Improves Customer Service

Several inbound contact centres often provide information that their customers seek. Therefore, quick data accessibility becomes extremely important in such cases. As document scanning helps in systematically storing and retrieving the documents digitally at blazing speeds, the data can be shared with the customers. As a result, their waiting time can be drastically reduced, thus improving their experience.

When important text is trapped in paper documents, it means relooking and retyping from scratch. Such scenarios create pitfalls for businesses. However, technologies like document scanning, label recognition, and OCR help store important information from the document into an accessible electronic format. And hence, make it easy for the businesses to function effectively; specially, now when the need for digitization is more than ever.