10 Advantages of Digitization and Data Capture You Must Know

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10 Advantages of Digitization and Data Capture You Must Know

Aptara Corp | Posted on 14th Jul 2017

So you’re thinking of creating a paperless organization.  People understand what it means for a company to go paperless, but leaders need reasons to understand why a company would do so. Many projects become very complex if done properly and outsourcing to a professional service provider like Aptara can save time, money and frustration. Below are some reasons why a business should go paperless:

  1. Increased Productivity- It takes an employee an average of 12 minutes to find the paper document they are looking for. With a well-executed digitalization and document imaging plan, this can be reduced to a few seconds or less.

    Document Imaging imparts the stake holder ability to share, collaborate, exchange and access documents in seconds reducing the turnaround time further increasing the efficiency for your business.

  1. Cost efficiency- The cost of printing and paper work can be exorbitant, it involves various sub costs like management of equipment and maintaining paper records, cost of space are a few to mention.

    Document Imaging with Aptara can help reduce these costs to minimal levels helping you focus on core business areas and increasing the investments for value adding verticals.

    Aptara saves Management Concepts $1M in annual printing, shipping, and labor costs. This represents a 100+% return on investment (ROI).

    Companies like Management concepts, Cisco rely on Aptara for their digitization needs helping them to save hundreds of thousand dollars annually in printing, shipping and labor costs.

  1. Easy to access and always accessible- The documents that have been converted can be easily accessed through the cloud or system using any device that has internet, anywhere or anytime.

    Optical character recognition: OCR techniques along with proper indexing of the data help in searching and accessing the data efficiently saving time and efforts.

    Taxonomy and Indexing : Aptara’s Document Imaging Services will help you build a high level classification for your documents, so that you can easily find the documents that have been scanned, Taxonomy is also useful in further refining search results.  A well designed Taxonomy will increase your search results and employee adoption.

  1. Enhanced security- A scanned document is trackable document, only certain users can access the documents if needed, workflows can be set up along with permission groups for individuals which enhance the security and maintain the confidentiality of the document.

  1. Enhanced Information Preservation- Information stored in paper formats is degradable information and degrades further every time it is handled manually. Document imaging ensures that the most important data of your business is saved and preserved for time to come.

  1. Disaster recovery- There is always a risk of disaster may it be natural or manmade. Fire, flood, earthquakes or any other destructive phenomenon may cause a major disaster for your paper documents seriously affecting your business.

    Document imaging enables you to have a safe repository of your data which can also be shared on cloud or your local document management repository enabling you with a recovery option of precious documents a click away.

  1. Saves space- Real Estate space comes expensive, eliminating the paper storage can help you with more space, reduction in rent, reduced off-site document storage fees or you can open up a new office.

  1. Stay Competitive- From multinational firms to small organization digitization has been the mantra of the new age document management. The document digitization efforts have started paying back to the business in reduced costs, efficient workflows or satisfied customers.

  1. Environmentally friendly- The document imaging and overall document digitizing process adds to your green credits and is an environment friendly initiative; it removes the needs of creating multiple backup copies, unnecessary printing increasing the eco-friendly quotient of your company.

  1. Digital Transformation – Image scanning is a first step in building a digital transformation plan. Early adoption is the key for organizations to ensure digital success and focus on cost savings and standardization.

Business leaders today emphasize on Document imaging as the first step towards digitization. When implemented accurately with the help of an experienced service provide like Aptara one can see patterns of benefits with respect to cost and efficiency across various verticals in the organization. Investment in Document imaging promises many advantages and an exceptional ROI when going paperless.  

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