Digital document management has already helped thousands of businesses across the globe to improve their efficiency and save thousands each year, so what could it do for you?
Moving Beyond Pen and Paper – Digital Document Management
You might think that your business doesn't need a digital document management system in order to operate better, but you could be wrong about that. We've written this short guide to talk a little more in-depth about how digital document management can help you and your organisation.
Do we need a digital document management system?
Firstly, let's start with the type of organisations that don't need a digital document management system:
- Companies that primarily deal with, and have always dealt with documents, digitally. This might sound a touch ironic, but this is actually true. If you're an organisation that purely deals with digital documents, you don't necessarily need a digital document management system in place. Because all of your files are already digital, it isn't necessary to have a system in place, as you can search through all of your files already on your computer system to find them.
- Organisations that don't have many, or any, documents. Ok, this one's kind of a given. But the fact is that if you have very few documents then there's no real reason for you to need a system like this. If you have, say, 50 physical documents that you need to access on a regular basis, having a digital document management system put in place could help but at a minimal level compared to a company that has thousands of documents.
And that's about it. Pretty much every other kind of organisation out there can potentially benefit from the use of a digital document management system for many different reasons that we'll go into later in the article.
So what exactly is a digital document management system?
For most of you reading this, a digital document management system will probably be pretty much what you imagine it to be and a little bit more. Digital document management is basically all about having your documents digitally on a hard-drive, over a network or via Cloud hosting instead of having the documents paper-based. Getting the paper-based documents digitised involves having the papers scanned and converted into a digital format, which is usually PDF. The files can also be made to be completely text-searchable, thanks to OCR software which can read the writing on your documents and convert them to computer characters which are readable by your computer systems. This means that you will, in effect, have a digital document which is almost exactly the same as one that you would have typed up on your computer, but it has come from the original paper document. If OCR is not necessary, all files can be named or 'indexed' by particular fields or reference point on the documents, such as by reference number, client name, address and anything else that you would prefer to sort the files by. Using this kind of system enables your office to potentially become completely paperless and provides a long list of benefits.
So what are the benefits?
Digital document management has a vast array of benefits and advantages compared to the idea of having all of your documents paper-based.
The primary reason for the majority of organisations using digital document management is to provide an improvement in efficiency. No matter what type of business you are, having your document converted to digital and having them put into an electronic system is bound to improve efficiency. Paper-based documents always have involved manual searching but through digital document management you can now search through your documents by a simple computer text search targeted towards the particular folder where your documents are stored. This will return the results you're looking for in seconds compared to the time it would take you to look through all of your paper documents to find what you need. This leads to a major saving in money and outgoings since staff are able to get more work done in less time. This can also improve your staff's morale because of a more varied and satisfying work day.
As mentioned earlier, getting your documents scanned and digitised will also potentially make your office paperless. This has a number of environmental advantages as well as monetary. Digital document management means less paper and less ink consumption. Printer ink is a huge contributor to global warming as it's notoriously difficult to recycle paper containing a lot of ink, which, let's be honest, most documents will do. Using less ink and paper also means less ink and paper costs for the company which can often be a great money saver.
There is also the space saving option that digital document management can offer. Depending on the quantity of documents that you have as well as where they are kept, this can be a tremendous space and money saver.
At Pearl Scan we have offered digital document systems to the likes of large law firms who must keep their documents in storage for years and years, usually for legal reasons. This costs them considerably each and every month, but once the documents were digitised, they were able to access them instantly without retrieval costs and no recurring monthly fees, which saved them thousands, and sometimes over £100,000, each year. If you keep your documents on your own premises however, this can offer relief for your office space, space which can be used more effectively if you decide to dispose of the documents afterwards.
The simple fact is that digital document management has no disadvantages and only plus points from all sides.
So what can I expect from a digital document management system from Pearl Scan?
We can only speak for ourselves, obviously, but as well as just some of the advantages which we have talked about above, you can also expect your documents to be professionally scanned with the latest scanning equipment. We're very proud of the work that we do and our scanning operators are trusted members of staff. Our scanning equipment can scan thousands of documents each day and our top class in-house developed software also enables us to process your documents quickly whether you're using our OCR service, or simply indexing the documents for you.
Plus, depending on the amount of documents that you require scanning, we can often supply out document management software free of charge. Halogen, our flagship product, has been designed for ease of use and initial easy transition in mind. In development we have considered what most computer users are used to and have integrated that into our software so it is as easy to use as possible. It is smooth on modern systems from the past 5 years, and highly dependable, whilst still being powerful and robust.
If you're interested in learning more about our digital document management give us a call today
The Scan-do Peopletm
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