Tips For Selecting A Document Imaging Solution

MRR and PLR Articles Pack

Below is a MRR and PLR article in category Internet Business -> subcategory Web Hosting.

How to Choose the Right Document Imaging Solution

Overview

Selecting the right document imaging solution can greatly enhance how your business manages electronic files and resolves paper-related challenges. Whether you're a small business or a large corporation, optimizing document storage and retrieval can offer numerous benefits.

Why Consider a Document Imaging Solution?

If your employees spend a significant amount of time retrieving and filing documents or if you're incurring costs for storing old records, a document imaging system can be a game-changer. It allows easy access to important records from anywhere in the office and supports multiple users viewing the same document simultaneously.

Key Statistics:

- 90% of corporate files are paper-based.
- 90% of handled pages are merely shuffled.
- Each office record is copied about 19 times.
- Companies spend $20 to file, $120 to find a misfiled document, and $220 to reproduce lost ones.
- 7.5% of office documents are lost; 3% are misfiled.
- Employees spend 50% of their time looking for information.

In the U.S., there are approximately 4 trillion paper documents, growing by 22% annually.

What is Document Imaging?

Document imaging converts paper records into electronic images using a computer and scanner. These records are stored as data files and can be accessed effortlessly from any business computer, enhancing efficiency.

A comprehensive document imaging solution should be able to:
- Index, capture, and recall documents
- Search, view, and print documents
- Store various types of records, whether typed, handwritten, or printed

How to Choose the Best Solution

1. Focus on Business Needs
Choose a solution based on your business needs, not just the latest technology. Ensure the system complements your processes to avoid complexity and achieve better ROI.

2. Live Demonstrations
Request live demos, either online or in-person, to see the solution in action and ask questions about its features.

3. User-Friendly Interface
Ensure the system is easy to install and use with minimal training. A complex system can hinder usability.

4. Reliable Support
First-hand support should ideally come from the retailer. Consider options like unlimited support calls for the first year to assess future needs.

5. Customization
Choose a solution that can be tailored to your business operations.

6. Scalability
Ensure the solution can grow with your business needs, accommodating more files and users.

7. Security
Opt for a solution with granular security options to protect specific documents or sections.

8. Efficient Searching
The system should allow easy document retrieval, including related documents, with ease.

9. Workflow Integration
Automate approval processes and document routing for enhanced efficiency.

A solid document imaging solution lays the groundwork for future processing forms and workflow functions, benefiting businesses of all sizes.

You can find the original non-AI version of this article here: Tips For Selecting A Document Imaging Solution.