It’s hard to believe it’s April already, especially since so many parts of the country still seem to be stuck in winter. Yet April is officially here, which means that Earth Day (April 22) is just around the corner.
In the past, we’ve written articles about Earth Day to offer ways that companies can reduce their overall paper consumption or even go completely paperless. Both strategies can deliver so many benefits, yet many companies and individuals are still reluctant to go 100% paperless.
Why the disconnect? In many cases, organizations are concerned that they will lose important information (even though paper-based systems are proven to be a security risk), and prefer to store and access sensitive information in paper documents, filing cabinets, and on-site storage facilities. For these companies, the idea of going paperless represents a lack of control, which can be an intimidating – if not frightening – thought.
Past approaches fall short
This concern is understandable when you consider that up until now, these companies may not have an acceptable alternative. For example, previous versions of desktop document conversion solutions could perform the basic task of converting paper documents into electronic formats, but not at the scale or controls many companies require.
Many of these older solutions also lacked the advanced functionality needed to automate conversion processes or integrate converted documents into existing applications, workflows or repositories. Instead, they tended to resort to ad hoc, loosely defined processes or relied on one person to do all the work, which led to bottleneck issues, lost productivity and less-than-ideal document management processes.
Alternatively, outsourcing document conversion, management and storage to third-party vendors like Iron Mountain was a viable option – but at a price. Outsourcing can be expensive, and if not managed correctly, can still result in lost documents and increased security risk.
With choices like these, it’s easy to see why more organizations haven’t completely succeeding in the goal to go paperless.
A better way to convert and manage documents
Now there are better tools and technologies to improve document conversion and management. For example, with Nuance’s OmniPage Server, any company’s scanners, MFPs, even mobile devices can be used to improve the way documents are converted, processed, managed and stored. (Note: Nuance just released the latest version of OmniPage Server – learn more or request your free evaluation now).
At the same time, server-based OCR solutions provide highly scalable document conversion. For any organization still facing internal challenges related to document management – or the continued reluctance to move away from paper – server solutions deliver a number of new advantages and benefits:
- Industrial strength conversion: Companies can use these powerful solutions to convert millions of documents at a time.
- Automatic processing: Business documents can be processed automatically in a single workflow. For example, the OmniPage Server provides a watched folder function where any content in this folder is automatically converted to the company’s preferred format.
- Automatic classification: Additionally, documents can be automatically classified based on their content and then can be sent to the most appropriate workflow or destination.
- Easy installation and configuration: These solutions also don’t require extensive implementation or configuration. In many cases, users can be and running in minutes – without help from IT.
Improve document processes – and go paperless!
Change can be hard, especially if companies are used to a particular approach or if the right technological solutions are not in place to support their new direction. Yet when it comes to reducing the use of paper – or attempting to go 100% paperless – new server-based OCR solutions can help any organization significantly improve its document management processes.