Written by Ana Canteli on 1 March 2019
The importance of scanning projects, or document imaging, should not be underestimated, as this technology strives to make information accessible so people can consult and use it. Any misidentified document can be wrongly archived in a file box or even lost. According to the latest statistics, finding documents poorly stored in a file cabinet can cost $122 per sheet or up to 20% of staff productivity.
Sometimes, for legal and regulatory content management reasons it is necessary to keep paper files for years. But most documents: invoices, delivery notes, commercial documents, and records can be easily digitized. Document digitization is the easiest way to get involved in digital transformation and adopt the paperless office in our business processes. By simply digitizing part of the document storage, we will increase efficiency and security.
The document scanning projects offer many advantages:
To enhance and optimize the document imaging it is advisable to use a content management solution, something that can turn the document conversion process into a success story. With it, we can achieve many more activities and carry out more tasks in our paper scanning project. After scanning, we can apply text extraction, identification of document types, data capture, indexing, classification or category assignment, and other helpful functions to our business processes.
As we have said, a document management solution can help us maximize the performance of the records scanning service and our efforts towards digital transformation.
In any organization, the most important elements are the people, hardware and software used to meet our objectives, with the programs being the point of union among all of them, which provides the following benefits:
The OpenKM document management system has been successfully implemented in organizations of all types, from NGOs, through public administrations, educational institutions and companies from all areas of activity. With OpenKM the organization will have complete freedom to organize document scanning services. One of the strengths of OpenKM is that it can be integrated transparently with third-party applications; it does not present technological barriers to be integrated with any file digitization device, which facilitates the acquisition, implementation, and amortization of the project. In fact, the software provides its own scanner client whose only requirement is that the device follows the TWAIN protocol. And if this is not enough, the system includes SDKs in Java, PHP, and .NET that allow the creation of content between the document manager and the suite of the company's programs.
With regard to the preparation of a digital transformation project to move from document management on paper to electronic document management, there are several elements to be taken into account:
With OpenKM any organization can, through the process of digitization, save space and time. A scanned or digitized document can be managed electronically thanks to the OpenKM workflow engine or manipulated through the automation or intelligent tasks implemented by the organization. Both are alternatives to maximize the efficiency of the entity's processes while minimizing human errors.
Open Document Management System S.L.
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