Why Scan to Process?

Capturing data to multiple processes increases the return on scanning and document management investment

Investments made in document management projects deliver the best return if they can be extended to automate downstream paper driven processes. Even though the benefits of eliminating paper from business processes are well understood, 43% of documents scanned are sent straight to archive* which means organisations are not fully leveraging the benefits of improving process efficiency and information accuracy.

According to recent research conducted by AIIM, most organisations that scan to process achieve a return on investment faster than expected as shown in the graph below: 

Scan to Archive vs. Scan to Process

If the scanning, capture and document management technology is integrated tightly with existing business systems there is a near real time flow of information in business workflows, making processes faster and more efficient. Scanning directly to processes can help to:

Significantly expedite back office operations – Documents are scanned, captured and automatically routed to the next logical user in the business workflow making operations faster. Feeding scanned document images and captured information direct to business processes can reduce turnaround times from weeks to hours.

Reduce errors and inefficiencies – Businesses choose to scan documents and archive them to meet retention deadlines and reduce storage costs, but scanning to archive means the downstream processes are still dependent on paper, and the risk of misfiled or lost documents remains. By comparison, scanning documents direct to processes reduces the risk associated with manual processes.  

Enable better tracking and monitoring of processes – All widely used business applications, ERP’s or accounting applications can be image enabled and tight integration between the document management system and these back end applications makes transactions traceable.

SCANNING AND CAPTURE TO MULTIPLE PROCESSES Download the AIIM white paper - Scanning and capturing data to multiple processes - What's holding you back?

Building the case for Scan to Process

Integrating document scanning as a part of your business processes has become easier and more affordable with the evolution of advanced document management systems such as FileStore Online. However, the lower rate of adoption of scan to process has been mainly attributed to lack of awareness among business decision makers. Scan to process can offer the following key benefits:

  • No capex investments Web based document management systems do not require any capex investments and most processes can be initiated from existing MFD's and IT systems.
  • Quick implementation and adoption cycle With minimal IT system requirements, an EDM (electronic document management system) can be implemented in a short time frame and integrates easily with existing business processes.
  • Quick return on investment The typical return on investment cycle for any scan to process investment is 6 months. Improvements in operational efficiency can be realised almost instantly following implementation.
  • Low training costs routing a scanned document to the next logical user in the business workflow is as easy as designing a workflow diagram in Visio. With easy to use, intuitive interfaces, training costs are minimal.

If you would like more information to help build your case for scan to process, please ask to speak to a DCS business consultant on 01753 616 720 or alternatively send your enquiry using our Contact Form.

Source - * Independent research conducted by AIIM,2010

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