Digital document management solutions revealed as ‘golden secret’ to productivity in virtual age

Finding the biggest threat to productivity in the workplace is a battle that many managers and business leaders constantly fight. However, research has revealed the true obstacle to ultimate efficiency. Managing digital documents was noted as the biggest hurdle to overcome, placing intelligent digital document management solutions as the ‘golden secret’ to productivity.

This news comes as results of a global survey by IDC from 2012 are highlighted, five years following from its initial release. Published in a whitepaper named ‘Bridging the Information Worker Productivity Gap: New Challenges and Opportunities for IR’, IT professionals from across the world revealed that challenges faced when working with documents were responsible for the most time wasted during the working day. As the findings are revisited, the need for streamlined virtual document management systems is amplified in an age that now relies on digital forms of communication more than ever, not only in the IT industry but across the entire business landscape.

Naveed Ashraf, Managing Director at Pearl Scan said, “Although most job roles now rely on information in the form of digital documents to complete their daily tasks, they are also the biggest burden to productivity. An intelligent document management solution is key to overcoming the many obstacles they present.”

Amongst other findings, research by IDC revealed that the average business wasted $19,732 per worker, per year due to issues relating to working with and managing documents. Five years later, these costs are surely greater, with digital documents forming an integral part of almost every employee’s working role.

Switching from dis-jointed, outdated or non-existent document management solutions to sophisticated cloud-based digital document management platforms can hold the ‘golden key’ to productivity that management seeks to find.

Pearl Scan is a trusted name in the realm of document digitisation, using this expertise to develop Pearl Cloud, its own cloud-based document storage and retrieval platform, offering the much needed solution to modern day document management issues. 

Got a lot of paperwork? Don’t get bogged down

Once upon a time paper ruled the world. But how things have changed; paper is now seen as one of the most outdated forms of doing business, with technology taking over previous paper-heavy duties.

Pear Scan, one of the UK’s finest providers of document scanning and document management solutions, has urged businesses who feel they have left it too long to join the digital revolution to make the switch – stressing how simple and easy it actually is.

Naveed Ashraf, Managing Director at Pearl Scan Group, said, “From experience, many businesses feel that, at this point, they have left it too long to make the transformation from paper documents to digital ones. Often claiming it will be too difficult and too much of an upheaval to make the transition, they are deterred simply on the basis of theory. But even if companies have thousands – or even millions – of files and important paper documents, it can all be digitised easily with minimal disruption to workplaces by outsourcing it to professionals.”

Pearl Scan’s discreet service is what has made it one of the most successful document scanning and document management companies in the country. For over a decade, it has successfully delivered countless high volume and conversion archives to fully searchable digital archive libraries. The company is able to collect, scan and either re-deliver or dispose of documents safely in the background.

The process uses state of the art specialist equipment, and their bulk scanning bureau has the capacity to scan 15 million images per month. This means that all documents can be converted with minimal turnaround time. And what’s more, the bulk scanning and conversion often comes in at a much lower cost than many think, providing a wholly positive change within any organisation.

Making sense of document scanning jargon

When it comes to technology, there’s always going to be terms you don’t understand and phrases that make you investigate further. And when talking about documents scanning, that couldn’t be further from the truth.

The world of document scanning and data capture can seem complex due to all the tech-heavy words and phrases that pop up everywhere. So in order to make sure you know exactly what we’re talking about at all times, we’ve put together a list of the most common phrases we use on a day to basis, and explained what exactly they mean in order to help you make the right decision when it comes to digitising your business.

The Cloud

‘The Cloud’ or ‘cloud computing’ is a general term for hosted services on the internet. It enables businesses and individuals to store files, folders, videos, images and other file formats on a secure platform and allow them to access these from anywhere in the world with an internet connection.

Clouds have become extremely common over the last five years, with an estimated $38 billion spent on cloud computing.

XML

Let’s start with the basics; XML stands for eXtensible Markup Language. It was initially designed to store and transport data and be read by both humans and machines. Just like HTML, XML doesn’t do anything, but instead of changing the way it looks – like HTML – XML focuses on what the data is.

XML can be complicated to understand. Here’s a good explanation to get you started.

JPEG

JPEG may be a popular file type, but it is much more than that. It is a commonly used method of lossy compression for digital images. A JPEG file format is created by choosing from a range of compression qualities. If you create a JPEG – or convert an image from another format to a JPEG – you are asked to specify the quality of image you want.

JPEGs are universally accessed and read by many image programmes.

DPI

DPI stands for dots per inch. Essentially DPI refers to the physical dot density of an image when it is printed. It’s worth nothing that they are different to PPI (pixels per inch), as they are often mixed up.

All of our scanning solutions boast an output of 300dpi as a minimum.

CSV

Standing for comma separated values, it is a file type which allows data to be saved in a table structured format. They can be used with any spreadsheet programme – including Microsoft Excel and Google Spreadsheets – but differ because they only have a single sheet in a file and cannot save formulas, cells, column or row styling.

Hopefully this mini glossary has helped to make sense of the ever changing technology world, as well as made our processes easier to understand.

As always, if you have any questions when it comes to document scanning, data capture or even about us, we’re always here to help. Get in touch now.