In Australia, the transition from paper to digital documents and workflows is well underway. Whether it’s small or medium business, enterprise or Government, the methods which documents are received, managed and shared continues to evolve. The uncertainty that surrounded costs, risks and benefits of digitisation have been made clear – information in digital formats are more valuable to an organisation because it is easier to access, re-use and distribute while reducing costs and risks involved with paper file storage and management.

As a result, standalone Document Scanners have become important tools as one of the primary on-ramps to digital platforms. Incoming paper documents like mail, forms or signed documents need to be scanned to end-to-end digitised systems.

In 2010 the Government Department of Education, Employment and Workplace Relations transitioned to a digital records management system successfully and conducted a case study on their project. The study concluded $150,000 was saved in just one business area by adopting digital records management. The savings came from file creation costs, movement costs associated with file access and file storage costs. An important part of their solution was setting simple standard work practices, like requiring all incoming documents have to be immediately scanned and imported into their document and records management system[1].

Of course, to see the immediate benefits, not every organisation needs an implementation the size and scope of the project run by a Government Department – there are a variety of solutions and scanning devices for various business categories, workflow processes and bespoke IT systems/software.

Transitioning your workplace to digital with Document Scanners

Majority of workplaces only need the basic office scanning functions to see immediate benefits to their workflow. For example, day-to-day operational efficiency can be improved by simply scanning paper documents to PCs, Mobile Devices or network drives as PDFs and JPEG images and then shared via cloud services and email. For these basic office functions, utilising the bundled software and features of a Document Scanner is the best approach. Bundled software is compatible with commonly used operating systems like Windows, OSX and Linux and is licensed with the cost of the Scanner (no additional software licensing costs necessary). It’s a solution that is easy to implement, deploy and, most of all, cost-effective.

There are however, workplaces with more specific requirements. For example Law Practices, Medical Clinics and Schools need to import large volumes of client/patient/student documents for appending-to records in industry-specific software (such as LEAP for client management or Best Practice for patient management or document management systems). This typically requires a TWAIN-compliant scanning device to integrate reliably, efficiently and securely with the deployed application. In some cases, customised integration may be required, for which Brother Document Scanners have a suitable built-in interface and appropriate software development tools available.

A successful integration means any bottlenecks in the document workflow are eliminated, the documents are post-processed to meet system requirements like file sizes, document quality and security are configured to meet the requirements of the organisation.

For an implementation of this scope, the best approach is to consult an expert document management solutions provider to ensure the system not only works but is future proofed.

For more information on how Brother can help visit our corporate solutions website

[1] Case Study: http://www.naa.gov.au/information-management/digital-transition-and-digital-continuity/digital-transition-policy/digital-transition/case-study-three.aspx