Let’s face it: The workplace has evolved over the years, driven by innovations in business technology that have significantly changed the way we “get work done.” For example, consider the fax machine. Where this was once the primary way to share documents and information, we now rely on much more powerful technology, such as MFPs and smartphones to archive documents, integrate with existing workflows and collaborate with colleagues.
At the same time, the nature of scanned documents has changed, too. Where, they were once merely static content, now they have become dynamic digital information critical and often the lifeblood of the organization.
Yet the question remains: How can today’s companies do more with document capture in order to improve business processes and results? Nuance recently contributed an article to the Imaging Channel, “Capture Beyond the MFP: The Convergence of Mobile, Automation and Conversion,” that offers three best practices any organization can follow.
1. Take advantage of “scanners everywhere”
Smartphones. Not only do they let us call or text a family member, but they also serve as a lightweight mobile capture device. While mobile scanning is not likely to replace more robust scanners or MFPs, it is still extremely effective at capturing receipts for an expense report or other ad hoc situations. Mobile devices are very effective at taking high-quality pictures of a document, receipt or invoice. Yet advanced mobile capture solutions offer advanced functionality such as fillable forms, e-signatures and even metadata tagging for images.
2. Integrate with existing workflows
Consider the new, broader definition of document capture today: We must not only view it as a paper-archiving process, but as the strategic compilation of content to suit specific business purposes. Because 80% of content coming into any organization today is unstructured (e.g., email, text messages, etc.), it has become increasingly difficult to organize and securely store information.
This is the true value of capture. With the ability to integrate with existing workflows and simplify business processes – using document capture solutions – organizations can get more out of their documents than just digital storage.
For example, artificial intelligence and natural processing technology can do much more than simply read through an invoice to extract a piece of information, like a PO number. Nowadays, you can actually query into your business systems and it can flag any account issues or variances at the same time it’s putting in the PO number. Such improvements help save time, increase productivity and reduce manual errors commonly associated with non-automated workflows.
3. Focus on conversion and editing capabilities
Capture software is also important for converting documents to other formats without having to re-create them from scratch. Employees simply don’t have time to retype documents or edit images that did not scan properly, and having these files in a useable format is critical to what they do. Today, document capture solutions make it easy to convert, edit, and share documents from any location – and then back again.
For example, PDF is the standard format for business document collaboration. Yet, most business professionals lack adequate tools to enable true productivity and teamwork. Combining desktop PDF software with capture solutions can help eliminate document format-dependency bottlenecks that hinder workflows and slow down business.
Reap all the benefits capture solutions have to offer
By focusing on mobile capture, integrating with existing workflows, and document conversion, organizations today will improve existing processes while increasing efficiency, productivity and access to critical content.