Going Paperless With Document Capture Solutions

So what's all the buzz about businesses going paperless with document capture solutions

? By creating and maintaining documents digitally, companies can become more efficient and save valuable office space one relegated to filing cabinets. No more wasting hours of time looking for that client's old file, or rummaging through messy desktops to find a note you took about a customer's phone call the other day. With a paperless office, you can escape being a paper pusher and get back to what you really do best.

There are different types of document capture methods, but today most fall into one of two categories; they are either software based or web-based. Each type of solution offers different benefits, but the trend is definitely pushing toward web-based solutions since they are so much more flexible and offer easier access from multiple locations.

Software based solutions were the first on the market, and helped offices and businesses transition from relying on hard copy (paper) filing systems. Some allow you to scan in old files into the new system, which saves a lot of time over creating all new files for all your clients, customers, or patients. Other software offers features like streamlined document imaging, automatic barcode labeling options, MS Windows folder trees, and secure archiving and document storage.

Although traditionally software document capturing didn't allow you to access your data from any location other than your office computer, many are trying to be more flexible. Some software is increasingly taking on aspects of web based solutions, and offering document transferring over the web, in order to be more competitive and better suited to larger companies and flexible workplaces. Software based methods can be helpful for archiving information that you won't need to access very often, although if there are limited ways of accessing and transferring the information then the archived information is of questionable value.

Web based document capturing offers far more flexibility than software. With a web based solution, you can access the information from anywhere you have Internet access, on any Internet capable device. Web based document imaging and paperless solutions are becoming increasingly popular as working environments utilize a more diverse range of computing options (from iPhones, to PDAs, to iPads, to smart phones, to laptop computers).

Another advantage of web based document capturing that companies with multiple locations can access the same information. So, if a customer calls to place an order to the Beijing office, the company will know whether the customer has back orders ready at another office location. Web based document capture solutions also let all office locations access the same customer file in real-time.

by: Art Gib

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