Business Solutions

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We live in a knowledge-based economy today. It is where quick access to important information is critical to make appropriate business decisions to improve day-to-day operations. As such, state-of-the-art document and content management systems equipped to handle a wide variety of information assets are commonly used in today's office environment.

Largely missing from the picture, however, is the ability to share paper-based information, because knowledge that exists on paper tends to stay on paper. Businesses can only operate efficiently when this paper-based information is being processed and shared among relevant parties. Manual processes of moving reports and documents from one department to another for signatures, reviewing, editing and filing are time-consuming, error-prone and more costly than automated processes. Furthermore, companies are not able to fully benefit from the evolution of digitization especially when security and confidentiality of documents are compromised.

Information and documents are at the very heart of business risks and adhering to regulatory compliances are driving new IT initiatives that aim to meet business requirements while retaining document security and compliance.

The question here is how is paper information stored? In locked cabinets or loose on desks? And then, how many physical cabinets are required to contain confidential information given that information growth is increasing at an exponential rate in today's age.

A robust document imaging and workflow system can contribute to the achievement of common corporate strategic goals as it increases document security by restricting system access only to the Administrator. A secure and well-integrated document imaging and workflow solution with full audit trail, document encryption and secure access for all knowledge workers will help to ensure corporate compliance with security controls of sensitive information. Sabotage risks are reduced and intellectual property is preserved.

Document imaging should be viewed beyond simply a method for converting paper to electronic formats and used for archiving, storage and records management. It should instead be viewed as a process step or systematic process for capturing information that is on paper and converting that information into an electronic format that can be shared, distributed and archived. Therefore, selecting the right document imaging solution like the eCopy ShareScan, for an organisation is essential in meeting business needs.

Organisations should therefore consider valuable factors like if they require multiple processes with differing scanning capabilities or simply a one-step process to fulfill all their document management needs. And what sort of business systems are being used within the process and do they need to be integrated in order to streamline the business organisation in the most effective manner. The reality of business bites. It takes a combination of approaches to apply document imaging at optimal points within business processes to efficiently bridge the paper digital gap.

Therefore, combining the power of document imaging technologies like eCopy, with the existing multi-functional devices and office applications, a flexible and feature-rich architecture is developed to support office workflow.

It is fast becoming a business requirement that additional functionalities should be able to effectively integrate with existing applications and develop digital processes. The number one issue for most businesses, is the impact of productivity on their office workflow as long as paper-based and electronic processes co-exist.

Manual processes are more time-consuming, error-prone, than <automated> processes. With the number of times paper is being handled within a workflow, the higher the risk of losing information and thereby causing revenue increase.

Businesses are seeking to bring value into their daily workflow in order to provide faster, better service to customers and suppliers alike. An easy to deploy and use software application like eCopy PaperWorks, complements scan and capture solutions and integrates seamlessly with widely used document management applications.

To add value to information, PaperWorks now allows knowledge workers to merge files of multiple sources and formats to save time and resources. They can also insert bates/endorsement stamps, headers/footers, annotations, markups, digital signatures and even convert web URLs to hyperlink annotations thus leveraging fully on its rich assortment of markup capabilities.

Businesses considering a document management initiative must first identify areas of their business processes and workflows that rely on paper documents and evaluate the importance of improving processes to realize an immediate impact.  Organisations that strive to minimize paper-based processes and streamline workflows will see a dramatic increase in productivity and efficiency, making papers work smartly for businesses!