Digitising information

Digitising Information

Every two years, the world's information doubles. In 2011 alone there was an estimated 1.8 zettabytes created and replicated according to IDC. The amount of information is not only increasing, but Gartner says up to 80 percent of it is generated in an unstructured format. This is a growing trend, and one that can quickly become an issue for businesses.

Workers in every sector are now spending more time sifting through unstructured information, data stemming from multiple channels and arriving in inconsistent formats. In turn, this leads to decreased productivity and an increase in inefficient, manual processes.At an enterprise level, this is paired with the realisation that the "paperless office" of the future is turning out to be a myth - and that while the amount of information being managed electronically is increasing, the amount of paper we're using is continuing to grow in turn.

In a study we conducted with IDC, respondents who had begun the process of converting paper files into electronic formats rated digitised documents as nearly 14 percent more effective than their counterparts who had no plans to digitise.This suggests that while the prospect of digitisation may seem both daunting and futile to organisations, those that take the leap are realising the benefits. Digitisation of data can help companies to easily preserve and archive documents, provide painless access to information from any location and make it easy for staff to share and collaborate on files in a range of different formats.

How can digitisation help your employees work more effectively with documents, both on paper and in pixels?

Unlock hard-copy data

Data Recognition Software

Optical character recognition (OCR), is a process of converting printed materials into text files for easy storage, reference and editing.

Using OCR technology means documents can be scanned and saved as searchable PDFs, Word documents or many other compatible file formats, removing the need to retype information or recreate documents when the original is lost. This also facilitates easy retrieval from network drives or content management systems.

Intelligent character recognition (ICR), takes it a step further and allows digitisation of handwritten materials. This is particularly useful as many documents and printed forms contain fields filled out by hand. Therefore, they cannot be processed using traditional OCR technology.

Optical mark recognition (OMR) and bar code recognition (BCR) are further extensions of the technology that allows products such as EzeScan to recognise handwritten checkboxes and bar codes, which can be used to help classify, route and separate documents.

Fuji Xerox Australia has a range of solutions available, from the OCR technologies incorporated in our latest ApeosPort-IV range of multifunction devices and in Image Gateway for ApeosPort devices.

We've also got a range of more sophisticated, customisable software solutions so you can be sure there is a digitisation solution right your organisation. Using data recognition software such as Scan to PC and EzeScan can help your employees unlock the data from hard-copy documents, allowing far more efficient interaction.

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Every organisation needs practical, affordable ways to manage the significant quantities of paper and digital content critical to business.

Now, it's easy to use that content much more efficiently while allowing secure, 24/7 access to both workers and partners.

DocuShare is a proven, award-winning content management software platform used by thousands of companies to capture, manage and protect vital information. It significantly increases productivity and efficiency, making it easier for employees to locate documents by extracting and tagging relevant content and making it searchable.

Take security to the next level

Businesses operating today will be well aware of the significant number of data breaches occurring on a regular basis. These often result in a tarnished reputation, financial damage and potentially even closure.

The real issue is that it's all too easy for a breach to occur - and in some cases it only requires carelessness on behalf of one employee.

Digitisation is able to solve some security problems, by taking vulnerable-to-theft paper documents and converting them into digital alternatives. These files, stored in digital systems, can be easily secured by preventing access to certain departments and tracking where they're used.

Of course, it's important to properly manage paper documents too, as these can provide useful backups.

Speak to Fuji Xerox Australia today if you'd like to find out more about digitisation - and how it can make your business more secure, connected and ready for the future.

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