Key Benefits of Upgrading to a New Document Management System in 2024

Managing documents efficiently is crucial for maintaining productivity and competitiveness in the modern business environment. Upgrading to a new document management system (DMS) in 2024 can bring numerous benefits to your organisation, helping streamline processes, reduce costs, and enhance security. Let’s go over the key advantages of adopting advanced document management software and how it can revolutionise your business operations.

Automate Your Business with Advanced Document Management

Automation is a game-changer for businesses looking to increase efficiency and reduce manual workload. An advanced document management system like Toshiba's e-BRIDGE Capture & Store can transform paper-based filing systems into seamless electronic workflows. This document management solution bridges the gap between paper documents, scanned images, and information management systems, converting paper into pixels and integrating effortlessly into your existing file servers and office equipment.

With the e-BRIDGE Capture & Store, automating paper-based processes has never been easier. The visual drag-and-drop designer allows you to create document capture workflows on your central server, automatically deployed to all authorised scanning clients. This feature guarantees that all your scan-capable devices are ready to integrate paper-based information into your digital workflow, reducing your environmental footprint and improving your processes.

Crossing The Digital Threshold

One of the significant benefits of upgrading to a new document management system is the ability to integrate paper documents into your digital workflow. The e-BRIDGE Capture & Store enables you to convert scanned files into searchable digital formats, significantly improving user productivity. This document management solution is compatible with many desktop scanners and multifunctional devices. It allows one-touch scanning workflows that capture all types of paper documents and distribute the data via email, file servers, and other document management systems.

In addition, the e-BRIDGE Capture & Store can automate business processes by extracting data from barcodes, document zones, and marks, automatically feeding it into business systems, cloud storage services, databases, and finance applications. This capability not only saves time but also minimises the risk of human error, ensuring accuracy and efficiency in your business operations.

Increasing Efficiency

An upgraded document management system can dramatically enhance your workflow efficiency. With features like intelligent character recognition (ICR) for handwriting, automatic image-based document classification, and full-page OCR (Optical Character Recognition), you can ensure that all documents are processed quickly and accurately. This reduces the time spent on manual data entry and allows employees to focus on more strategic tasks.

The e-BRIDGE Capture & Store also supports advanced workflow events and trigger systems, enabling you to automate complex business processes. By setting up specific triggers, you can ensure that documents are routed to the right departments or individuals automatically, enhancing productivity and reducing bottlenecks.

Improved Security and Compliance

Security is a major concern for businesses handling sensitive information. Upgrading to a new document management software can significantly improve your document security. The e-BRIDGE Capture & Store includes features like barcode recognition and annotation, which help track and manage documents more effectively. Additionally, advanced encryption and access controls ensure that only authorised personnel can access sensitive information, helping you comply with data protection regulations.

Cost Savings

Switching to an advanced document management solution can lead to substantial cost savings. By reducing the reliance on paper and minimising manual processes, businesses can cut down on printing, storage, and administrative costs. Automating workflows also reduces the need for physical storage space, lowering operational expenses.

Scalability and Flexibility

A modern document management system like the e-BRIDGE Capture & Store is designed to grow your business. Whether you are a small business or a large enterprise, this scalable solution can be customised to meet your specific needs. Its flexibility ensures that your document management processes can adapt as your business evolves, maintaining efficiency and effectiveness.

Enhanced Accessibility and Collaboration

With the rise of remote working, having a document management system that enhances accessibility and collaboration is crucial. The e-BRIDGE Capture & Store allows employees to access documents from anywhere, at any time, using any device. This flexibility supports remote work and ensures that teams can collaborate effectively, regardless of their physical location.

Key Features of the e-BRIDGE Capture & Store

The e-BRIDGE Capture & Store offers a range of features that make it an ideal document management solution for modern businesses:

• Intelligent Character Recognition (ICR): Accurately recognises and processes handwritten text.
• Automatic Image-Based Document Classification: Classifies documents based on their content, streamlining the sorting process.
• Full-Page OCR, Zone OCR, OMR, and MICR Support: Ensures all text and marks on documents are recognised and processed accurately.
• Barcode Recognition and Annotation: Identifies and annotates barcodes (1D/2D) for efficient tracking.
• Advanced Workflow Events and Trigger System: Automates complex workflows with customisable triggers and events.

Future-Proof Your Business with a New Document Management System

Upgrading to a new document management system in 2024 is a strategic move that can offer significant benefits to your business. From automating processes and improving security to enhancing accessibility and reducing costs, an advanced document management solution like Toshiba's e-BRIDGE Capture & Store can transform your operations and help you stay competitive in a digital-first world.

For more information on how document management software can benefit your business, visit Toshiba Business MEA. Discover how the e-BRIDGE Capture & Store can help you streamline your workflows, improve productivity, and future-proof your business.