The paperless office becomes a reality by combining document software with a document scanner. For many years, inadequate document software prevented the dream of a paperless office from taking shape, but that has changed with the development of versatile, user-friendly and affordable document software choices. This has resulted in smoother workflow and a higher level of efficiency in offices regardless of size or complexity.
The first and most obvious advantage of a document scanner with the right document software is a reduction in office space needed to store documents. A document scanner takes the mountain of paper that the normal office has and converts it into digital files freeing up valuable office space for more productive uses. An added bonus is the speed with which documents are scanned and stored since a good document scanner can scan from 20 – 150 documents per minute.
The next advantage of good document software is an improvement in the filing of documents through proper indexing. Because the sorting and indexing of documents is automated, having to frantically search for a document mistakenly filed in the wrong folder becomes a thing of the past.
Quick document retrieval is another advantage that document software provides. Scanned documents can be retrieved instantly and displayed on a computer screen. Using OCR, selected text can be searched, copied and pasted onto other documents or spreadsheets. Annotations and comments may be added to the scanned documents and pages may be rearranged.
Still another advantage of the right document software is the facility in sharing scanned documents, making it easy to keep everyone in the loop, especially in time-sensitive projects. With good document software, a company may also configure access to documents so that adequate security is observed.
A company’s filing system is the nerve center of its operations because it is where information resides. By improving the filing system through the use of a document scanner with the right document software, workflow is significantly improved. The time spent in retrieving documents, waste caused by lost documents, delays due to searching for information in different folders, opportunities missed because information is not easily shared; all these are eliminated through the simple combination of a document scanner and good document software.
The speed with which a business resolves issues and takes advantage of opportunities will dictate the success or failure of enterprises in an increasingly competitive environment. Converting itself into a paperless office and making use of the capabilities of a document scanner and the right document software will help a business ensure its survival and growth.