Need for Efficiency Driving Document Scanning

About 45% of U.S. companies expect to implement specific scanning projects/solutions within the next 12-18 months; of these organizations, efficiency is the top driver for scanning. This is the case for all company sizes except those with 5,000 or more employees (where compliance is the top reason for scanning). These statistics are based on research from Keypoint Intelligence-InfoTrends.

What are some of the key drivers for scanning within your organization?

Source: Keypoint Intelligence-InfoTrends researchSource: Keypoint Intelligence-InfoTrends researchSource: Keypoint Intelligence-InfoTrends researchSource: Keypoint Intelligence-InfoTrends research

Source: Keypoint Intelligence research

How scanning drives efficiency

Keypoint Intelligence-InfoTrends research also shows that about 44% of day-to-day business content is still found on paper. While paper may provide certain benefits to a company and/or its customers, in some ways it may take more time to process and use. For example, it may be more difficult to find a specific piece of information within a stack of papers. Using scanning, optical character recognition (OCR), and keyword search, however, data can be retrieved in a matter of seconds.

Furthermore, advanced scanning solutions such as fast and powerful scanners can drastically reduce the time needed for records digitization.

Security and compliance other scan drivers

Other important drivers of scanning are security and compliance, particularly within larger organizations. In terms of security, scanning can direct documents into secure databases that are theoretically less impenetrable than physical storage like folders and filing cabinets.

In terms of compliance, increasingly companies face external and internal mandates regarding the proper storage of information. For instance, as part of the American Recovery and Reinvestment Act, U.S. healthcare providers were required to adopt and demonstrate “meaningful use” of electronic medical records (EMR) to maintain their Medicaid and Medicare reimbursement levels. Digitization through scanning is consistent with this initiative.

Scan solution components

Organizations can achieve efficiency, security, compliance, and other benefits through both hardware and software scan solutions. Scan hardware includes the following equipment, each of which provides its own advantages:

  • Multifunction printers with scan capability
  • High-volume centralized production scanners
  • Single-function scanners
  • Smartphones/tablets

From a software standpoint, the following capabilities may be embedded into the device or offered as an add-on solution.

  • PDF creation
  • Optical character recognition (OCR)
  • Image enhancement
  • One button/shortcut key scanning
  • Optical mark recognition (OMR)
  • Automatic indexing

Summary

Efficiency is the top reason for companies to pursue document scanning in their organization, followed by security and compliance. If your company could benefit in any of these areas, it may be worth considering how new scan technology and software can help you.