Making the transition to digital workflows
25 Nov

Making the transition to digital workflows

In the never-ending pursuit for efficiency and productivity, most organisations around the globe are seeing the benefits of transitioning to the digital realm for at least part of their operations. Disruptive technology and modern workflow solutions have blazed new trails into the office environment, and there’s still plenty of scope for further innovations.

The transition away from physical print appears to be continuing, with the International Data Corporation (IDC) recently reporting that Asia Pacific (excluding Japan) revenues from ink cartridges had fallen by 5.1 per cent in Q4 2015. As more offices embrace digitalisation, the benefits to internal processes and record management are becoming abundantly clear.


Why are digital workflows so popular?


A survey about use of managed print services carried out by Quocirca in 2015 found that 72 per cent of respondents had already transitioned to some paper-free processes, and were likely planning more moves in the future. There are a number of possible reasons for these developments, such as reducing print costs, minimising document storage and improving accessibility.

That said, streamlining workflows is likely high on the list for a number of businesses considering the movement of more of their operations to digital. According to Adobe, 94 per cent of respondents queried for its 2016 Digital Trends Report marked optimising creative workflows as a key ingredient in delivering great customer service. In addition to that, 91 per cent also felt strongly about the importance of boosting collaboration between teams.

Reducing your organisation’s dependence on physical media makes focusing on these two areas much easier, offering a solution that allows access from any location, simplifying collaboration and the sharing of documents. Let’s take a look at two organisations who, with Fuji Xerox’s help, have experienced the benefits of digital workflows.


Keeping track of important records


For a local council to deliver the services and improvements to its area that constituents demand, keeping accurate and up-to-date records is essential. However, the work required to transition towards a more efficient and accessible document management system presents something of a challenge.

For the City of Bunbury in Western Australia, establishing a digital system to future-proof the city’s record keeping and improve its environmental performance was a priority.  As Mike Fletcher, manager of information services for the council, puts it, the situation was quickly becoming difficult to maintain.

“We are all required to manage large volumes of information daily, so it is becoming extremely important to gather, digitise and – where possible – centralise the information. With the right set of tools, it empowers staff to provide an accurate, holistic and informed view,” he said.

When it came time to make the move to digital, the City of Bunbury worked with Fuji Xerox, installing an ApeosPort-IV C5580 multifunction device and using a document management solution to further reduce its reliance on physical paperwork.

“Although it is early days, we are already seeing time saving benefits,” says Mike.

“The overall cost savings and benefits will be in having all of our corporate information digitised and located centrally in one place.”


Improving scanning and filing efficiency


Having to deal with large amounts of paperwork every single day was taking a toll on Newcastle financial advisory firm Insight Advice, which was looking for ways to improve internal processes and productivity.

“We had a large bottleneck in scanning and finding records such as company registers and trust deeds for super funds,” said Tabitha Tworek, client support manager.

“It was a very manual process and took a lot of time.”

With Fuji Xerox’s help, Insight Advice streamlined its operations thanks to the introduction of two ApeosPort multifunction devices integrated with EzeScan software. According to Tabitha, this change has sped up every facet of the company’s operation, and accessing the scanned documents is simpler than ever before.


For advice about how moving to digital workflows could help your organisation, contact our Fuji Xerox team today.



The Adobe 2016 Digital Trends Report


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The next generation of work opens the door to new opportunities and challenges. The workplace of tomorrow will be a transformed place where greater mobility, increased innovation, collaboration and employee flexibility will be key drivers of change. At Fuji Xerox Australia we help businesses integrate data, documents and business processes and turn tomorrow’s documents into knowledge. Nextwork explores the dawn of the ‘new working world’ and how we can successfully harness the opportunities and mitigate the challenges of tomorrow.

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