The world is rapidly moving towards a digital environment, especially for businesses and employees, making it crucial for organizations to implement document scanning technology that will allow them to stay ahead rather than falling behind. With the onset of the COVID-19 pandemic, many businesses needed to adapt their operations to digital and remote working, but this change towards a digital environment is here to stay for the future. It’s estimated that by 2025, 22% of the American workforce will work remotely. The convenience that digital documents, file sharing, and collaborative platforms provide is now being favored against traditionally using paper and a physical records or document management system for all businesses and organizations.
Moving Towards a Digital Environment
Even though businesses are moving towards working digitally, paper, mail, and other physical documents aren’t going away in the foreseeable future. Companies may have tens of thousands of documents stored that employees need to sift through or are taking up physical space that could be better utilized. Mailrooms in all industries adopting a digital workflow must also process, sort, open, and scan thousands of pieces of mail, even though the overall volume of mail in the United States is dropping each year. But there is a better way to manage these documents, by implementing a bulk or high-volume document scanner that can help your business decrease labor and overhead costs while increasing the efficiency and productivity in the way your business operates.
What is High-Volume Document Scanning?
High-volume document scanning is the process of converting physical documents into digital copies that can be stored remotely using a cloud service or local storage in an organization’s database. High-volume document scanning is done using a bulk or high-volume document scanner, which is equipment that can scan large amounts of files and use optical character recognition (OCR) to gather information from documents and add them to a digital document management system, database, or cloud. Documents are typically fed into a scanner equipped with OCR and content management software (CMS), which is a software platform that allows content to be created, modified, and managed.
High-volume document scanning is ideal for any businesses or organizations that processes large amounts of documents or has a large number of physical records, such as law firms, health care organizations or hospitals, federal and state government departments, and other similar organizations. High-volume document scanning can also be used to implement a digital mailroom, where incoming mail is immediately processed and scanned to be delivered digitally to the recipient, reducing delays caused by relying on physical mail. Digitizing your documents is an effective way to store records permanently, without the threat of damage or even losing documents forever in catastrophic disasters.
The Challenges of Scanning Large Numbers of Documents
How often are you scanning a perfectly prepped pile of documents? Piles that don’t require staple removal, taping, and resizing? Documents come in all shapes, sizes, and conditions that can create difficulty during your scanning process, increasing the amount of time and number of staff needed to complete a batch or a group of documents. If you are in the business of scanning documents, whether for your own company or providing document scanning services, it’s safe to say that you are spending more time prepping documents than actually scanning them.
In typical document scanning setups, the number of preppers can easily double the amount of scanning operators and rely on high-speed scanners to complete the work quickly. This poses additional challenges to a process that is already very manual and labor-intensive. Multiple people making multiple touches to documents poses risk for private information to be lost, mixed up, or insecure as documents may be moved to and from multiple workstations, especially in a business that handles private customer information or mailrooms, which need to maintain specific compliance and security regulations.
OPEX’s One-Touch Scanning Solution
OPEX® industry-leading Falcon® Series of scanners are designed with a one-touch approach to improve throughput while significantly reducing labor-intensive document prep involved with the document scanning process. The OPEX® Falcon scanners collapse the traditional workflow by combining the prep and scan process into one seamless workflow, resulting in an efficient process that reduces the need for extra labor and reduces overhead costs. Falcon scanners require only one operator per system, allowing your business to increase productivity by without adding extra labor or by reducing current labor, especially in small spaces or to comply with social distancing guidelines.
Documents can be prepped and scanned in one location as they are fed into the scanner as single documents or in stacks, whether they are ripped, torn, or fragile without the need for repair or additional prep work. Small documents, such as receipts, business cards, and other small pieces of paper can also be fed directly into the Falcon scanners without being resized or attached to a larger piece of paper. The Falcon scanners can recognize scanned folders and envelopes as transaction separators and pull indexing information from them without the need for additional page separators that take additional time and money to create. OPEX® one-touch scanning technology can be integrated with your software and customized to your job requirements, giving you greater flexibility and control.
The one-touch scanning approach of OPEX® systems minimizes the number of touches for documents by only requiring one operator for each Falcon system, who can prep and scan documents in a single workflow without the need for additional staff preparing documents beforehand.