How Scanning Tools Help You Leap into Digital Transformation

Companies are making strides to revamp legacy systems, and they’re often turning to digital transformation as they look toward the future.

However, some companies may put off digital transformation because they don’t know how to transition their manual processes and data to digital, or because they’re concerned with the time or cost these changes may incur. Changing the way you create and process invoices or forms to a digital format is great in theory, but all your existing documents and records will still exist on paper only. With all of these complications, companies may hesitate to take the first step.

That’s where scanning tools come in.

Scanning technology allows you to capture and extract the most important data from your legacy systems and prepare for the future in the digital age. And what’s in it for you and your business in the long run? Digital transformation is more than simply converting documents; it’s about setting yourself up for continued success as your business continues to grow.

In this article, we’re breaking down the benefits and the steps you’ll need to get started with scanning tools and digital transformation.

Why Take the Leap Toward Digital Transformation?

Companies first want to know whether the move toward digital-first technology is worth it, especially if they’ve built up a massive library of paper documents and carefully curated filing systems.

The answer is a resounding “Yes!”

Digital transformation offers a multitude of benefits, including the following:

• Enhanced security: Establish user access controls like passwords to protect data, track who accesses the data, and limit the number of active users.
• Improved searchability: Digitized content is easily accessed with the help of keywords, enabling users to gather data for future analytics
• Remote availability: Today’s hybrid and remote work environments make off-site access a critical feature. Users can open digital documents wherever they are through remote access and cloud storage capability.
• Enhanced disaster protection: With digital backup storage capabilities, you’ll have the peace of mind that your once-paper documents are now protected in the case of an emergency, be it fire, flood, or anything else unforeseen.
• Eco-friendliness: Paper production causes pollution and deforestation, and paper use often leads to a lot of waste. On the other hand, paper-free offices may be the most sustainable environmental option in the long run.
  
  

How Do Scanning Tools Convert Paper Documents to Digital Data?

It all starts with scanning printed materials for document capture. After uploading, the scanning software then makes sense of the image to turn it into a digital document, not just a scanned image.

The software then extracts data using optical character recognition (OCR), which has gotten increasingly accurate over the years. In fact, today, this type of scanning software can recognize the type of document or form, correctly classify it, and pull the data from it. This makes it a useful solution for digitizing documents at scale.

Finally, the newly created digital file is sent to a repository for storage, which is when the magic really happens. You can search your collected digital files with keywords, analyze data, and organize information with the reassurance that sensitive materials are protected.

Learn How CPI Helped a Machine Shop Digitize Their Document Management

Digital transformation is the future. In many ways, it’s already here.

The good news is you can take steps today to launch your business into the digital world without slowing down daily operations or racking up exorbitant fees. Scanning is the simple answer, and here at CPI, we’re poised to help you kick things off.

We’re always proud to add new customers to a long history of success stories. For instance, our partners at Welasco recently upgraded their document management processes using GlobalCapture and GlobalSearch.

Before they upgraded, Welasco was using an antiquated system of paper files and bulky filing systems. Now, after implementation, the Welasco team enjoys streamlined functionality, affordability, scalability, and accessibility. Learn more about how CPI helped Welasco digitize their document management with the right scanning and software solutions by reading our case study.

Ready to get started? Find out more about CPI’s document management tools that suit you and your business best.