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My Business Document Scanning Project Is Complete. Now What?

Since the pandemic, more and more businesses are embracing digital solutions to remain competitive and agile. In fact, a KPMG survey found that 47% of organizations believe “the pandemic has permanently accelerated digital transformation and the adoption of emergent technologies.”

Many companies are well aware that before they can adopt these so-called emergent technologies, they need to first digitize their documents. What isn’t always clear to organizations is what to do once they’ve completed their document scanning projects, which is why we’re laying it out, step-by-step.

Step 1: Determine Where to Store Your Scanned Documents

The very first step to take once your business documents are scanned is to determine the best place to store them. This differs based on a few factors, including the types of documents you had digitized and the departments that need access to them.

If you’re working with a business process management (BPM) partner to scan your invoices, for instance, your accounts payable team will need to easily access them in your enterprise resource planning (ERP) system or accounting software.

If your BPM provider is digitizing your incoming mail, multiple departments may need access at once. This is where document management software that can be customized based on your unique business needs comes in. The right enterprise content management software solution can provide qualified personnel with fast access to the documents they need from anywhere, at any time.

This is a key benefit in the modern business world. In fact, according to a recent report, when it comes to organizations’ ability to support remote work, 57% believe quickly finding files is a top problem. And with the right document management system to store your files in, you can overcome it.

Step 2: Leverage Business Automation Technology to Streamline Processes

Once you’ve scanned your documents and successfully stored them, it’s time to implement business process automation (BPA). In doing so, you can truly take advantage of your now digitized files and, ultimately, elevate your organization’s efficiency to new heights.

If the mention of increasing efficiency struck a chord, you’re not alone. One-third of leaders who participated in listed efficiency as a top three business priority. However, the same survey revealed that 41% of respondents don’t have the resources required to do so.

With business process automation, you can eliminate manual tasks that are occupying your employees’ valuable time and boost productivity as a result.

Learn all about business process automation – from what it is to how organizations use it to the benefits it offers – in our free guide.

Let’s dive into how BPA solutions drive efficiency.

These workflow automation software that streamlines repetitive tasks, freeing up time and resources for more strategic endeavors. The best part about workflow automation technology? It relies on your unique business rules, making it a practical tool for nearly any document-related process – from invoice processing to order fulfillment to onboarding.

RPA, a subset of workflow automation, leverages software robots to perform complex tasks that were traditionally handled by humans. In scenarios like claims processing, RPA can process data across multiple systems, validate information, and initiate appropriate actions without human intervention.

Step 3: Establish Ongoing Initiatives for Continuous Improvement

Scanning business documents isn’t a “one and done” endeavor – at least not if you actually want to see real results.

While one-off document scanning projects can be incredibly beneficial, you should also be thinking about day forward document digitization initiatives. Don’t stop at that batch of medical records, invoices, or legal documents. Ensure the information that’s continuously coming in is always at your staff’s fingertips with ongoing support.

Here are a couple scenarios to consider:

Mailroom Management

Scanning incoming business correspondence with a digital mailroom solution is one of the most popular ongoing document digitization projects – and for good reason.

By leveraging a digital mailroom solution, you can not only ensure all your incoming paper and digital mail is quickly delivered to the appropriate people or departments, but also reallocate resources from mail sorting to more valuable roles. In these ways, digital mailrooms reduce labor costs and increase productivity.

Want to learn more about the benefits of a digital mailroom? Check out our blog post!

Invoice Processing

Similar to mailroom management, accounts payable processes are often manual and, therefore, time-consuming, error-prone, and costly. By implementing an ongoing invoice processing automation solution that includes both document scanning services and business process automation software, you can overcome the above challenges. In fact, a recent Institute of Finance and Management (IOFM) report found that automatically processing invoices costs three times less than manually processing them.

The MetaSource Difference: More Than Just a Scanning Partner

While we take pride in being a trusted partner for scanning documents, MetaSource offers a holistic approach to digital transformation. Our expertise extends far beyond scanning, and we’re committed to providing our clients with all the support and tools required to reach their business objectives.

Our suite of intelligent document processing and digital transformation solutions includes document scanning services, business process automation solutions, digital mailrooms, AP automation solutions, and so much more.

Contact us to learn how MetaSource can elevate your digital transformation journey or download our comprehensive Document Management Software Guide to navigate the world of solutions that await your organization.

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