Paper isn't going anywhere, but it's an antiquated method of moving information from one place to another. It's also difficult to quickly extract the data you need to power your business profitably.
Business process automation and workflow automation are today's answers to the desktop inbox and mailroom slot. Business processes are developed to integrate and improve human interaction, making it critical to accurately capture and organize the information to enable collaboration, efficient routing and approvals, and ultimately, delivery.
Document scanning: Retrieving precious data from piles of paper
Scanning or document imaging is not a new technology. However, with paper not expected to disappear anytime soon, converting paper to digital format is a technology that will undoubtedly be around for ages!
We've progressed from rudimentary desktop scanners proudly placed next to the office printer—to high-speed, production-grade professional scanning equipment. Designed to process hundreds of pages per minute and with image outputs at high resolutions, today's professional scanners deliver digital files in various image formats that can be used across many applications and managed within any document management software.
Most advanced imaging systems are equipped with image enhancement software to clean up scanned images, correct any imaging flaws, straighten skewed files and adjust for clarity and contrast.
Automatic data capture technology, or Optical Character Recognition (OCR), is an important corollary to scanning paper into images. The true value of the information in scanned images is unlocked when it can be read and recognized as text by our computers.
AI-powered OCR or Intelligent Character Recognition (ICR) technology goes a step further. It recognizes and accurately processes non-standard characters such as those found in cursive handwritten documents or stylistic handwriting fonts that are not accurately recognizable using traditional OCR.
Document conversion: Digitally transforming business processes
When it comes to document conversion, we're taking the scanning process a bit further.
The document conversion process turns scanned pieces of paper into powerful, usable information that's easily accessed and searched.
After creating digital copies of paper records, we need to devise a faster, more efficient way of storing, searching for, and retrieving them. After all, if our digital files are in a messier state than the paper records, what good is it to the organization!
The indexing process uses metadata to categorize and organize files so that users can retrieve them easily through the search functionality of the DMS.
Ultimately, the success of the conversion process lies in information being easily searchable and retrievable when needed.
Replacing outdated paper processes with digitized workflows requires the adoption of a robust and advanced document management solution.
An experienced document digitization services provider expertly handles the planning and implementation of your scanning project. But most importantly, a professional provider will route all your digital files into a suitable document management system that helps you get the most out of your digitization project.
How we helped Citibank deliver customer statements digitally
Citibank needed a cost-effective solution for the production and dissemination of its customer's monthly statements. Their current method involved generating and snail-mailing paper statements to each customer. The process was challenging to scale efficiently as their client base grew.
We implemented a paperless solution in which we transmit their customer's data from their data center in Tampa, FL, to our New York facility. Then, we download the data onto a dedicated server and write it to CDs for Citibank's customers. The procedure took about 4-5 days to print and mail earlier and is now completed in 24 hours.
Citibank realized measurable savings on printing and mailing charges with paperless statements and achieved a significant reduction in manual processing.
High-volume onsite scanning services forJP Morgan Chase
JP Morgan Chase, another of our banking customers, needed to scan and index their cancelled certificates and integrate the images into their current enterprise-wide applications for a more effective paperless banking system.
They chose DRS as a third-party scanning services partner, and we sent a team of 7 personnel who scanned, indexed and archived 40,000-60,000 images per day for the bank.
DRS personnel remained onsite for two years, performing daily data processing and training JPMorgan Chase personnel.
JPMorgan Chase's internal efficiencies increased dramatically during this time with the jumpstart in production combined with the simultaneous training of their personnel.
The DRS advantage
DRS Imaging specializes in the secure conversion of large scanning projects. DRS can convert any document to a digital file, including standard paper files, large drawings, blueprints, books, binders, photographs, microfilms and mixed digital media.
Our state-of-the-art document imaging and data capture services help you manage vast amounts of data without breaking the bank, gain a competitive advantage and maintain compliance-ready digital storage.
What's more, we also offer onsite scanning services, where our team of dedicated professionals works on your premises to digitize your confidential and sensitive paper files, ensuring complete security and regulatory compliance.
Reach out to our digitization experts for a no-obligation quote to gain maximum advantage from your scanning and document conversion project.