It’s a brand new year and the time has come to bring your business into 2023. Going digital and reducing the amount of paper being used is one of the approaches worth researching and embracing. Digital document scanning can save you time and money while also enhancing productivity and even helping you improve customer service.
Digital document scanning, however, can occur in a number of different ways. If you’re wondering how to make it happen, check out the following list of new trends and best practices that will help you yield an optimal outcome.
2023 Digital Scanning Service Trends That Will Dominate the Field
Let’s begin by discussing some of the most prominent digital document scanning trends that will retain their popularity throughout 2023.
Document Digitization Automation
Automation has been very hot in the realm of document management for some time now and it will continue being prominent over the course of 2023.
Many digitization and document management tasks can be automated to reduce the burden on your employees. From optical character recognition to the addition of the right document attributes in your brand new digital archive – smart technologies can handle many of these processes so that you wouldn’t have to.
High Volume Scanning and Advanced Image Processing
Hybrid workplaces are pretty much becoming the norm in a post-Covid-19 world. That’s why many companies are looking for high volume digital scanning services and they need such solutions fast.
High volume on-site scanning is a service that simplifies the process of digital archive creation. It can be even more beneficial in instances when other advanced capabilities are available.
One of those is advanced image processing. Advanced image processing streamlines digitization and makes sure that paper-based documents are properly and accurately turned into digital files. With such solutions, image quality can be improved while the proper formatting of the document is also maintained. Advanced image processing often works alongside optical character recognition (OCR) to turn printed pages into editable files.
Artificial Intelligence
A digital scanning service today can easily employ the power of artificial intelligence (AI). This is no longer science fiction and the technology ranks among those that increase accuracy, give digital files the right attributes and help for the setting up of a well-organized archive.
Through the power of AI, automated document processing can become much more all-encompassing. Even complex tasks that previously had to be approved by a human can now be handled by scanning equipment (like data extraction or data categorization).
What Are the Best Practices to Embrace in 2023?
Now that you understand the technological trends, we need to discuss some of the best practices that will streamline the digitization process and tailor it to the needs of your organization.
Come Up with Your Own Workflow
Document digitization needs to be systemic in order to take your business to the digital realm.
In order to make the most of such a project, come up with your own strategic workflow in advance. The project entails the following steps:
- Determine which documents and types of materials need to be scanned first
- Determine which paper-based archives have to be maintained in the current format due to retention requirements
- Choose the right digital file formats for the creation of your brand new archive
- Know what the intended use of the scanned documents is going to be
Having this kind of workflow in place before beginning the digitization process will save you a lot of time. Also, you’ll get to organize your database much more accurately and efficiently when you know what’s going on. Don’t hesitate dedicating enough time to the preliminary steps – they are the ones that will determine how the digitization itself takes place.
Leverage the Right Technologies through a Reliable Digital Scanning Service
As already mentioned, new technologies increase capabilities, reduce the risk of errors and make it super easy to eliminate the repetitive tasks that reduce productivity and deliver less than optimal outcomes.
In 2023, you should consider the technologies that make the most sense for your business.
For example, intelligent document capture and optical character recognition make perfect sense for most businesses that are still heavily reliant on paper-based archives. Luckily, various reliable service providers employ such technologies. There’s no need to buy digitization hardware and software within the enterprise. Outsourcing digitization makes sense as it delivers professional outcomes and an excellent return on investment.
Determine What Document Management System Is Right for You
Scanning documents isn’t the final step in digitization. Rather, it’s just the beginning. Next, you’ll need to decide how your documents are going to be organized and used.
The right document management system is the one thing to invest in over the course of 2023. With a good platform, you can have your files indexed correctly (and automatically), you can count on accurate version and access control. The risk of duplicates and human error will be almost entirely eliminated when you have powerful software capabilities in place.
There are lots of options to explore. A scalable solution is the best one to consider. Do think ahead of time. Your business is going to grow and evolve. Thus, the solution you employ right now isn’t necessarily going to be the right choice in a couple of years.
Make the Most of Your Data
According to this Forbes report, the end goal of document scanning and digitization is extracting valuable insights from your data.
When you have your paper-based documents scanned and entered into the brand new document management system, you’ll have to make the most of such a valuable resource. You can accomplish the goal through AI and the creation of the right automated workflows. Analytical capabilities will also make a lot of sense, enabling you to come up with patterns and reach valid conclusions based on the analysis of large volumes of data.
Choosing Digital Scanning Services Near Me That Will Enable Innovation
Make 2023 the year that marks the beginning of your digital journey.
Document digitization is easier, more affordable and more personalized than ever before. Technologies play a huge role in the process. But they’re not the only essential. Workplace dynamics and a better understanding of data importance are also going to be determining for 2023 digital scanning service trends.
Picking the right partner to guide you through the process and give you access to new tech is going to be vital. We’ve already spoken about choosing the right service provider. Take your time and do your research. A digital archive is the backbone of many corporate processes. If you’re not rushing the completion of this transformation and you’re properly prepared for it, you will quickly unlock the immense potential that this kind of innovation brings to the table.