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Turn Paper Documents into Valuable Digital Data

Take a look at what’s on your desk. You probably have a computer, maybe a tablet and a phone. You also have paper documents. If you are lucky, it’s only a few pieces of paper. Even though we strive to work exclusively through digital means, most of us use paper for a number of tasks. Sometimes it’s just for convenience, but frequently there are business processes that require paper documents.

By converting your paper documents into electronic files, you can turn information on paper into valuable digital data. Document imaging uses multifunction devices and scanners to convert paper documents into electronic, searchable files through Optical Character Recognition (OCR). Once converted you can easily index, identify, access, and manage your information electronically.

By digitizing documents you not only reduce the paper clutter on your desk, but the amount of time you spend handling those documents. You can also intelligently route documents to servers, email, fax, collaboration tools and enterprise content management (ECM) systems. That moves the data into business applications so you can take action on it.

Let’s say you have an order form. You can scan it and move the data into your order processing system. If you need an image of the order, that can be available, but more importantly, the data is transferred into your system. From there, you can process the order quickly for your customer. The alternative is someone reading the order form and keying the information by hand. That’s prone to error and causes delays.

Turning paper documents into digital documents reduces processing time, saves money and improves productivity. You will quickly notice that digital documents are less expensive to store, transport and distribute. They are also easier to find through a keyword search, just like using Google.

Make scanning paper documents a priority. It will lower your costs and let you focus more on your business.

Source: Toshiba Blog


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