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Why Digitising Documents is an Essential Move for all Businesses

Updated: Oct 30, 2021

Systematic management of documents first begins with a well-managed and efficient document imaging and scanning system. An unmanaged document system usually ends up being frustrating for business users who are spending too much time looking for important information in the documents. Trends seen in document imaging, capture technologies, OCR, and scanning are not new to us but, the way they are being used – the form in which they are being applied today is helping organizations of all sizes automate manual tasks at a much lesser price, in turn, helping them formulate an efficient and systematic document management system. The latest technologies used for applying document imaging and scanning to internal workflows have resulted in reduced cycle times and improved processes for many companies.

Let’s look at some of the Advantages of converting documents to images – Recognition Tools – Transforming the structure of document management While there are many recognition tools available in the industry, the most effective and largely used is the OCR Tool – Optical Character Recognition, a process that reads a scanned document using pattern matching to identify information from the document. This helps you to learn and read documents in any printed format, read texts which are in a distorted and skewed form, or have significant variations in width and height. The OCR tool helps bring a much better approach to image pre-processing, classification, and fielding. OCR Tools have proven to have extremely high accuracy rates, statistically, over 99% more as compared to manually extracted information from documents. Higher Quality Levels Over some time, the quality of documents in the paper format tends to degrade a lot. Maintaining quality checks of these documents becomes impossible. Document Imaging has proven to be a much more convenient form of storing documents in the organization's system rather than having massive volumes of paperwork sitting for long periods. Digitized documents do not require quality checks over time and also save organizations from the clerical tasks of manually maintaining corporate documents. Accessing Digital Files Organizations and businesses often suffer from keeping track of their paperwork which in -turn leads to wasting a lot of time in looking for certain documents when needed and overall increased time in accessing these documents. Navigation and Accessing Documents becomes much easier when digitized. This leads to increased productivity, accuracy, overall growth, and efficiency. Digitized documents help in quicker retrieval of the information being sourced. Data – Privacy Sensitive information from various documents, for example, financial information needs to be kept confidential. In such cases, redaction of documents helps wherein the confidential information can be removed from the digital files once the documents have been scanned and stored in separate files on your respective devices. Document imaging helps keep your data safe on whichever device your documents are stored on as they are password-protected, encrypted, authenticated, and backed up. This ensures organizations that their data is safe at all times. Data Privacy plays an extremely crucial role when dealing with your organization's paperwork which is why converting them into digital formats is necessary. Compliance Regulations being met Several organizations and businesses around the globe have set forth many compliance rules stating that documents need to be kept only in a digital format to avoid misuse of data, misplacing of information, and to help maintain confidentiality. Digitized documents have a much lesser risk of being misused and not everyone can have access to this information. Document Imaging and Scanning help achieve these requirements easily and inexpensively. Not only does this help store your information digitally but also can be used to extract certain confidential information from documents using OCR tools and kept separately.

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