A business guide to document solutions

How can document capture speed up your workflows?

Document capture is how your business takes physical documents and prepares them for use in modern, digitalized processes. Since this first step helps set the standard for all digital document solutions that follow, it’s important to use the best tools and processes possible.

Document capture solutions can help your business with:

• Streamlined workflows that minimize time-wasting busywork
• Better data accuracy
• Integrated tools across document solutions

3 essential document capture tools

1. Document scanners: To transform documents from physical to digital, the best choice is a dedicated scanner. High-speed scanners can process dozens to more than a hundred pages per minute. Time is money. Speed matters.
2. OCR software: Scanners make digital images of documents. Then that document is made readable as text. Document capture tools include optical character recognition (OCR) software that “reads” the document.
3. IDP software: Once a document is digitized and OCR processed, it’s time for your document solution to work with the bigger picture. Intelligent document processing (IDP) software can recognize each file and send it where it should go.

Read more about digitizing work documents in Choosing the Best Document Capture Solutions for Your Business Needs.

3 document management features that let you do more with less

Poorly managed documents can feel like a weight slowing your business down. Effective digital document solutions can turn those piles of paperwork into an indispensable asset. By automating workflows and streamlining unnecessary tasks, your company can do much more with the information it already has.

Well-implemented document management can lead to:

• Faster processes
• Reduced potential for human error
• Better accountability and one source of truth

Document management features to prioritize

1. User-friendly interface: If you want your new processes to gain adoption, make them easy. Look for digital document solutions that solve problems or reduce busywork. That will make them more popular with staff.
2. Scalability: You don’t need a new document workflow every time your business grows. Prioritize systems that are flexible enough to scale with your requirements now, and you may save a lot of work down the line.
3. Compatibility: Modern office work doesn’t just take place at a desk. Increase efficiency with document workflows that securely support accessing and sharing documents across operating systems, mobile devices, and more.

Read more in Document Management Solutions: Empowering Business Growth and Scaling and Document Workflow Solutions: Simplifying and Streamlining Modern Business.

How does document collaboration help you work together?

Modern workplaces thrive on collaboration, which means any digital document solution should include tools for working together on documents. Document collaboration tools keep everyone on the same page while allowing each member of the team to do their best work, no matter where or when they check in.

Document collaboration has plenty of benefits, including:

• Efficiency, thanks to instant access and updates
• Accountability from a single source of truth
• Accessibility across devices and locations

3 document collaboration features to look for

1. Real-time editing: When multiple users can make changes to a document at once, there’s no need for time-consuming check-in/check-out processes. This also helps prevent the duplication of efforts since users can see what others have done.
2. Version control: The flipside of multiple people working on a document at once is that there are more chances for errors. Ensure your document solution supports collaboration and includes version control. That means any accidental deletions or alterations can be fixed with a click or two.
3. AI integration: AI tools can enhance your brainstorming, outlining, and proofreading processes. Document collaboration tools with support for AI integration let you treat these tools like members of the team instead of siloing them off.

Read more about tools that help teams work together in Document Collaboration Solutions: Enhancing Teamwork and Productivity.

Use document archiving to keep your records in check

The final part of your new document solution is no less important than the rest. Building a better document archiving solution will make the information you need now more readily available. It will keep the information you may need later safe. It will even help you determine what belongs where.

What’s the difference between document storage and archiving?

• Document storage means retaining documents in any manner
• Document archiving includes organizing and processing those documents for proper access and retention

3 valuable features in document archiving technology

1. Strong cybersecurity: Just because you’ve archived a document doesn’t mean it no longer needs protection. Your digital document solution should include access restrictions, backups, and encryption for archived files.
2. Flexible storage: Storing documents in multiple locations makes them less vulnerable to disaster or systems failure. Your document archiving tool should make it easy to keep track of where all your archived documents are and how to access them.
3. Regulatory compliance: Certain industries have specific requirements for storing data. HIPAA regulations for healthcare-related data are one common example. Your document solution for archiving should help you remain compliant through proactive, automated measures.

Read more about storing documents long-term in Document Archiving Solutions: Securing Documents for the Long-Term.