Debunking the myths about document capture (part 2)

Continuing from part 1, this post will help you avoid perpetuating harmful misconceptions about document capture:

6. All capture solutions are the same. 

Actually, every ECM provider uses some version of a document scanning and capture platform, which leads to the misunderstanding that all capture software is the same. There are fundamental differences between a basic scanning program and a document automation solution like iCapture. The bottom line is that IFD’s advanced document capture provides a high level of automation and efficiency that basic scanning programs simply do not have. All of our innovation and development efforts are spent on perfecting capture to a science, and you'll see that difference in our product.       

7. Document capture is only only useful for paper documents. 

Document capture software not only works well for paper files, but it can be effective for digital files as well. No matter what sorts, lengths and sizes of your documents, an advanced capture system can route, sort, classify and import digital files directly to your cloud provider. Then, it can be sent to any department within or outside your organization depending on your requirements.

8. The capture program requires a large professional IT staff.

IFD’s software is designed for such high level of automation that most of your staff will not even know that it’s running. It’s extremely user-friendly software that can be administered by any department and the automated capture and extraction technology can essentially be a self-running mechanism.

9. Document capture is only necessary for large companies.

The truth is nearly opposite. In fact, due to document capture software’s productivity and efficiency, small businesses can realize the biggest benefit. When you have a limited number of staff, you need to utilize everyone's abilities to the fullest. With your employees freed up from doing manual scanning and data entry tasks, they can optimize their time and become a much more powerful workforce.

More questions or concerns about capture software? Contact us today and see just how efficient your document workflow can be!

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Debunking the myths about document capture (part 1)

The global document capture software market has witnessed significant growth over the past ten years with the advent of a multitude of solutions from different providers. You may get confused and wonder what document capture software is right for your business. Or whether the proposed software is worth your time and money?

In this post, we will expose some of the popular myths about document capture to help you avoid misconceptions and make an informed decision for your business:

1.  Too expensive to purchase. 

Do not base your purchase decision base purely on price. Rather you have to consider the included features and long-term value. The main factor is to choose a system based on your business requirements - volume of paper, type of documents, amount of data being captured and operating budget, etc. Depending on these criteria, you can quickly decide on a solution your business really needs, can afford and will ultimately save money for your organization. 

2.  It will take a long time to see ROI on document capture. 

In the early days of document capture this might have been a valid concern, but the new features have the ability to create new document type configurations on the fly and have reduced the time it takes to set up an implementation from what one took several days to a mere minutes. Since configuration is done so quickly, your organization can realistically begin to see a ROI within days.

3.  Desktop scanning is enough to digitize all paper documents.

Digitalizing paper documents is just a part of the total value that document capture software provides. Small companies usually carry out a simple back-file document conversion project. In this case, a basic capture solution might meet their needs. But for medium and large organizations, or small ones that intend to expand their business in the future should choose an advanced document automation system like iCapture, which offers full range of capabilities. Some great advantages of this tool include the ability to capture documents from any location within your company, automatically integrate with other systems, and deliver both scalability and high availability for those mission critical processes.

4.  Document capture is a one-size-fits-all solution. 

Document capture should never be one-size-fits-all. Every business differs from the others in term of size, industry type and the growth rate. inFORM Decisions fully recognizes that the needs of businesses are extremely variable, which is why our software is fully customizable and scalable. It's also compatible with just about any scanning device and more than 60 ECM systems, truly making it a solution for any organization.

5.  Document Security.

Document security risks come in both paper and digital form. Documents that are physically stored are at risk of theft, damage from floods and fires, and exposure to unauthorized personnel.  With iCapture, you can assign roles to determine which modules and document types (configurations) can be accessed by each operator. This eliminates the possibility for information to be accessed by the wrong personnel. Your ECM system should also provide the ability to assign specific roles to users so that sensitive information is only accessible to those authorized to have it.

Keep following our blog to read part 2 of this post and we will help you debunk the common myths associated with document capture.

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Are you prepared for the workplace in the future?

Due to major technological advances, changing cultural norms and a new generation of workers, the workplace is rapidly changing and evolving.  New tools like document management have occupied an irreplaceable position in helping companies prepare for the workplace of the future. By streamlining workflows and providing instant access to information when and where your employees need it, you can begin transitioning to the 21st century office.

Below are 4 trends for the future workplace that document management can assist with:

1.   Importance of  instant data

Raw data describes the facts and figures that a company processes every day. The ability to analyze and act on data is increasingly important to businesses. The pace of change requires companies to be able to react quickly to changing demands from customers and environmental conditions. Attempting to find a particular document in a myriad of paperwork, like physical file cabinets, can be extremely time-consuming and cumbersome. With document management, your employees will have instantaneous access to documents and quickly find any information they need.

2.   Remote and more mobility work 

Statistics show that mobility levels at work have increased by 25% over the last decade and we predict a further 50% growth by 2020. The remote workforce is growing with 3.7 million employees currently work from home at least half the time, and that number will likely increase significantly over the coming years. This trend has stimulated the demand for techniques and tools that provide companies with the flexibility to allow employees to work remotely. And an effective document automation solution is all your business needs to access to the information whenever and wherever. You can promptly automate your workflow processes to make information with the help of iCapture – an advanced document capture tool

3.   Demand for transparency. 

Transparency is the top concern of employees in the workplace. Transparency drives trust, helps build tight workplace relationships and creates an environment where everyone is aligned and focused on the big picture. Meeting these requirements, a document management system helps facilitate transparency. Instead of storing your thousand-page documents in cabinets or saving them on individual desktops and network folders, document capture software can store them in a digital repository, where anyone with administration can easily access. Your staff will be able to see what is going on throughout the company, providing them with a greater sense of purpose and responsibility for the success of the organization.

4.   Environmental consciousness. 

Millennials and younger generations will accounts for a large proportion of the workforce in the future. These Millennials are entering the workforce and they are bringing with them a new perception of what office life should be like and how relationships between employers and employees should be structured. They care and have high self-awareness about environmental sustainability. Studies have also shown that employees who work at green companies are actually more productive than other workers. A Document management solution is the optimal method to reduce unnecessary paper, save money from excessive printing, copying and storing of paper and establish a greener workplace.

Is your company ready to carry out a thorough plan, keep up to date with trends and make a leap? Keep in touch with inFORM Decisions team for more details on our solutions like iCapture!

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