Document Management Solutions: Enabling the New Normal

The digital revolution has long been upon us – with the world all but moving online as technological advancements and digital tools transform businesses across all industries and sectors for the better. 

Before the current state of the globe, digitalisation in business was somewhat marginal and slowly gaining traction. The Covid-19 pandemic has sped up this transition, forcing companies to radically rethink their business and implement effective digital solutions to adapt to the new normal.

This shift to the digital landscape is now more vital than ever as a result of the effects of the pandemic. One of the ways companies are enabling the new normal is through digital document management solutions – which is the topic that this article aims to explore in more detail.

The digitalisation of document management

As a result of the effects of the pandemic, more and more employees are now working remotely, and those who still frequent the office are discouraged from being too close together (as per social distancing measures) and exchanging physical documents, as this is how the virus spreads. 

Keeping this in mind, it then makes sense why so many companies began implementing digital solutions in their document management practice. Properly managing a document throughout its life cycle, from its origin to its preservation, is becoming increasingly important in business operations. 

Therefore, companies must incorporate a digital tool that effectively and efficiently manages a large number of documents, storing them safely and securely and allowing for easy access to them for those within the company or third parties. Implementing advanced digital document management solutions allows you to create a document, share it and ultimately store it without ever having to exchange physical copies. 

Some of the most notable benefits of document management solutions are:

• Cost reduction: Less physical documents mean a substantial reduction of the document workflow within the company. The decrease in the use of paper plus the increase in efficiency of procedures will result in cost reduction for your company.
• Inalterability of documents: The importance of a document is closely linked to the valuable information in its contents. Therefore, the document needs to be secured at all times and should not be modified. Document management solutions can account for this added security, as well as trace any changes made to a document.
• Availability of documents: Employees and third parties will have much easier access to the documents that they need at any given time, increasing efficiency and mitigating time wasted on sourcing or waiting for a document.
• Automate processes: By automating your document management processes, you can make workflows more efficient and reduce the chance of errors. All that is required from a physical standpoint, is scanning the necessary document. From there, it is automatically entered into a digital file that can be stored, organised, searched, managed and retrieved quickly, easily and reliably.
• Better security for remote access: Now that working from home is commonplace, employees will need to access, share and distribute documents remotely from the shared server. Without a safe and secure document management solution with proper encryption in place, this could pose a major security threat.
• Paperless alternative: In the age of sustainability and making more eco-friendly choices, digital tools provide a paperless alternative that not only helps the environment but cuts overhead costs. 

Cross the digital divide with Toshiba

Transform your paper-based filing systems into electronic document workflows with e-BRIDGE Capture & Store. Toshiba’s document management solution enables you to integrate your paper documents into your information workflow by converting scanned files into searchable digital files, improving user productivity.

By bridging the gap between paper documents, scanned images and information management systems, Capture & Store converts paper into pixels, with seamless integration into existing file servers, document systems and office equipment.

How does Capture & Store work?

Automating paper-based processes has never been easier, as Capture & Store allows document capture workflows to be created on your central server with a visual drag-and-drop designer, and automatically deploys to all authorised scanning clients. This ensures that all your scan-capable devices are ready to start integrating paper-based information into your digital workflows.

Users can access one-touch scanning workflows that can capture all types of paper documents and distribute the data via email, file servers and document management systems – making the limitations of remote working non-existent. 

Furthermore, Capture & Store can also automate business processes by extracting data contained in barcodes, document zones and marks, automatically feeding it into business systems, cloud storage services, databases and finance applications. 

Toshiba’s Capture & Store document management solution is ideal for companies looking to maximise their investment in local or cloud-based file storage infrastructure, delivering all the essential functionality you’ll require as standard without the need to purchase expensive add-on modules. Everything you need to begin building smart document capture workflows is included. 

Key features of Capture & Store

• Intelligent character (handwriting) recognition
• Automatic image-based document classification
• Full-page OCR, Zone OCR, OMR and MICR support
• Barcode recognition and annotation (1D/2D)
• Advanced workflow events and trigger system
• Various brands of multifunctional devices
• TWAIN-enabled scanning device
• Capture electronic documents from email, FTP servers and file system directories
• Image enhancement and correction
• Document annotation and redaction
• System connector library
• Enterprise load-balancer for high-volume throughput

If you would like to learn more about what Toshiba can do for you and your business, visit our website to view and enquire about our full range of products and services for your office workforce solutions today.