Document workflow management systems are a key component of any business looking to reduce overhead and improve efficiency. Advanced document workflow management systems can help you maintain your records, save space, and make documents easily accessible by employees. One such software is Optical Character Recognition (OCR) which automatically scans paper forms or files into digital formats that are searchable and editable. In today’s blog post, we’re going to talk about the importance of OCR in document workflows – what it does, why you should use it, how to implement it properly – so keep reading!\
What is Document Workflow Management System?
Most businesses are required to keep records; some are more thorough than others about it. Organizations that lack standardize document storage processes usually see each staff member or department develop individual plans. For example, saving copies of your documents on different storage stations, printing and filing them nicely, and keeping them on a shared network.
The lack of organization in a paper-based system can cause problems for the retrieval of saved documents. With a document management system, you save both time and money since you can find anything from the archives quickly. The document management system allows companies to maintain a detailed workflow for their entire records, regardless of format.
Cloud Storage vs. On-Premise Storage-
Document management can be achieved with the use of an on-premises or cloud-based workflow system. When you go with a cloud-based storage system, your documents will be stored in one centralized place. That means employees can access and retrieve them regardless of where they are. The electronic records system is accessible over the internet and provides quick access to specific items.
On-premise document management systems offer a number of benefits to companies. Employees can search for documents from any location and device with an internet connection. A major drawback with this option is when sometimes it may not suit your business needs.
The Transition from Paper Document to Digital Record-Keeping
During the transition period, there are many documents that start their lifecycle as electronic documents while others remain in paper form. Advanced workflow management systems offer importing tools, version control, and much more. The digitization of documents makes them easier to manage and maintain than their physical counterparts.
There are two primary methods for digitizing records:
Optical Character Recognition (OCR)- With character recognition software, you can scan and interpret data on paper, then pass it through a digital system. This gives metadata indexing, so it is searchable. Though paper-based documents are increasingly becoming a thing of the past, businesses across all industries must still maintain records in a variety of formats to comply with federal or state law.
Intelligent Character Recognition (ICR)- One downside of OCR is the inability to recognize handwritten characters. ICR has developed the ability to identify them. Many organizations are faced with the challenge of storage and retrieval when it comes to paper records, but ICRdesignedloped has created a better way. The technological aspects will be your firm scanning capabilities.
Document workflow management systems provide a variety of capabilities, including tracking metadata throughout the entire process. Businesses can use documents for a variety of purposes. Some of the most common uses involve sales, orders, purchase orders, contracts, and invoices.
How To Increasing The Effectiveness Of Your Document Workflow Management System?
When designing a formal document workflow, simplicity is key. Simplicity will help to categorize documents so that they can be found easily and stored appropriately.
If you want to have the most efficient and effective process for managing your company’s records, consider software that offers these key features:
Sensitive documents must be kept secure, but too many individuals with access can cause unintentional leaks by only granting viewing rights to a select group of employees. You can avoid running into this problem.
Moving your documents to electronic storage will make them easier to access and organize.
With a comprehensive backup plan, you reduce the risks of system failure or mishap.
It has the ability to incorporate potential paperwork from external sources and provide it with future access for sending a document internally or externally.
Search filters that can find any document with just a few clicks from anywhere.
A good document workflow can be a benefit to almost any type of business. Electronic documents provide instant decentralized document retrieval, secure information protection, audit trails that track changes to documents and automatically generate new iterations of a business’s output.
We are seeing a trend in new, innovative technology so that we can keep up with changing times. In technology in order to help you become more efficient and productive. Typically, this will include features that allow users to import external documents and archive electronic copies of internal documents for future reference.