Optimising your document operations
7 Jan

Optimising your document operations

The document operations your business relies on can always be improved; in this blog post, we’ll take a look at some of the best ways of going about this improvement process.

Benefits You Can Consider

Recently, International Data Corporation (IDC)1 released a report explaining how leaders can justify the investment in digital transformation, specifically with regards to document operations. IDC noted that workflow automation and optimisation were some of the most effective ways of doing so.

“The opportunity to digitise, automate, and optimise document-intensive workflows is an area that is frequently overlooked by business leaders but is one that can provide both tactical and strategic advantages for organisations,” said Holly Muscolino, a VP at IDC.

So where are the best areas to get started?

Automation

The sheer amount of information businesses deal with continues to grow, with no sign of slowing down in the immediate future. What’s more, this information manifests in both paper and digital systems, which in turn means it can be difficult to effectively manage it.

Staff spend countless hours sorting through information from these channels, reducing productivity and efficiency within the business.

One effective method of automation is with what’s known as a job flow sheet using a multifunction device. If you need to create a report on a regular basis, for example, then you can create a job flow sheet that allows you to automatically process and deliver the document.

“We now have the ability to use machines to support and augment people to help them realise their potential, not have them bogged down in paperwork and systems data entry,” Gartner distinguished analyst Janelle Hill explained 2.

Modern, more capable devices

A multifunction device from Fuji Xerox Australia, one that’s designed to improve productivity and business operations, can easily handle heavy workloads and tight printing deadlines. What’s more, they’re easily configured for different industry and market requirements, and have the capability to embed in improved document processes and operations.

New multifunction devices can also bring enhancements to printing and scanning. With many new devices, you’re able to scan and email a file directly from the device. What’s more, you can use ID tags to maintain security, releasing documents only when the card is presented.

Digitisation

With the volume of information that businesses can use and rely on continuing to grow, much of it in unstructured formats, there’s a real need to deal with the complexity and management of data before it can evolve into a significant business problem.

Staff will have to spend countless hours sifting through paper documents to find the information they require and there is also the security risk of when paper documents containing sensitive information go missing.

Converting paper files into digital alternatives is the most effective solution. This means that from the moment a paper document enters the business, it’s converted into a digital file using a multifunction device. Then, staff can use this document and store it securely for when it’s needed in the future, whether on a cloud storage system or on the local business network.

It’s easy to see why digitisation is that much more effective than more traditional forms of storing documents.

“Converting paper documents into an electronic form unlocks the true value of the information in scanned documents. Prior to the advent of scanning, the hidden ‘jewels’ of critical company information were often underutilised or overlooked because the information was difficult to find or use in paper form,” a study from IDC3 noted.

For businesses needing to introduce new printing and scanning devices, as well as digitisation strategies. Reach out to us to learn more.

Sources

1http://www.idc.com/getdoc.jsp?containerId=US40645315
2http://www.gartner.com/smarterwithgartner/digitalization-or-automation-is-there-a-difference/
3https://www.newwavetech.com/vendor%20stores/resource_centers/Canon/WhitePapers/Scanning_Brings_Cost_Efficiency_Benefits.pdf

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About nextwork

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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