Scanning News Articles
Proof of delivery scanning and archiving helping logistics and delivery work processes run smoothly
Date: 20/06/2008
Most companies who dispatch goods to customers will often use some form of proof of delivery (POD’s), this is usually a document signed or verified by the customer at the receiving end. After some time the company will have gathered proof of delivery notes and receipts which will be filed away and will gradually grow in size.
Pearl Scan Solutions is currently launching an initiative to have these documents electronically archived. As these documents build up they will take up space, become more difficult to manage, make it hard to find one particular document and generally take up staff time when searching, filing and maintaining them.
By having them scanned and archived companies can manage these documents in a much easier, more organised and efficient manner. Pearl Scan would collect the proof of delivery documents have them scanned and indexed electronically and sent back in electronic format on a disk or posted online. This would eliminate the need to keep the paper copies because the electronic files can be backed up and is still classed as keeping data in a lawful manner.
Once files are scanned in they are also made text searchable so any particular document can be located using a delivery number or customer name. However this is just the beginning, the benefits for the company who implement this document management solution also include:
• Delivery documents can be made available to customers online
• Optical Character Recognition (OCR) picks out any data inside a document
• Easy indexing - We can either OCR the invoice, or have them indexed in any specified manner. No manual indexing is needed
• Reports can be printed showing any missing delivery documents. If a driver or carrier misplaces a signed delivery ticket, management will know before its too late
• Documents can be distributed between staff at different locations
• Scanning and archiving doesn’t carry the same risk as investing in a whole new document system it is often a one off solution that will see a huge return on investment
• Management can review and authorise any documents that come into the office
• Reduce the space taken up by filing cabinets and document storage units
By archiving these everyday documents it makes life much easier for the company by managing documents in a more cost efficient, time saving manner. Visit our industry solutions for further details.
Return to Scanning articles
