Creating A Process For Document Scanning Automation

dms

Efficiency is survival for any organization. Cutting costs and time can make a major difference in performance, effectiveness, and success in today’s world. One method that enhances an organization’s efficiency greatly is automation.
With paper still being used today from invoices and forms to contracts and reports, automating records of those documents is just as crucial as the automation of other organizational functions.

Preparing Documents For Automation

For documents your organization prepares, it is important to prepare those documents for future automation, depending on the scanning software and electronic document management system you will use. If your systems use OCR, OMR, or barcodes, use the suitable labelling method that your systems can read.

System Integration And Organization-Wide Accessdms

Another aspect to take into consideration when creating a process for automation is the compatibility of your scanning software, the EDM (electronic document management) system, and other software you will use to organize, manage, and distribute the documents.

Take into account the use of the documents by other departments within the organization and the compatibility of the systems of those departments with the systems you plan to use.

What To Look For

When searching for the right systems and software, find ones that help with indexing, automatic document routing, and allow for process and control rules,

 

Mustek scanners can handle a wide range of document sizes for your school so you can begin converting your old documents to digital today. Learn more about Mustek scanners here.large format scanners

Document Management Systems: Top 3 DMS Solutions

dms

Digitizing your company’s documents is no longer enough to enhance the company’s efficiency and productivity. Managing and organizing the digital documents is essential in providing quick and easy access to those documents when they are needed with as little time wasted as possible. That’s why investing in a document management system (DMS) can go a long way in streamlining your workflow and increasing efficiency.

Top 3 DMS Solutions

eFileCabinet

eFileCabinet has been praised by PC Magazine and TopTenReviews.com as the best DMS solution in the market. eFileCabinet provides great collaboration and administrative controls, includes OCR (optical character recognition) for scanned documents, and features CRM and ERP integration. The pricing options start at $9.95 per month. Some of its plans feature file sharing with external users, Microsoft Office integration, eSignature, role-based security options, and workflow management.

M-Files DMS

M-Files, another highly praised DMS solution, helps you create, organize, share, and control your digital files. Labelled as “a better SharePoint than SharePoint” for its ease of use by ZDNet, M-Files DMS is available as an on-site software, a cloud system, or a hybrid of both. Its interface is also recognizable due to its similarities with Window Explorer. M-Files can easily integrate with Microsoft Office, and can be accessed via tablets or smartphones.

Dokmee

Dokmee is another great DMS, receiving great user reviews on several websites. This solution is also available on-premise or via the cloud. Businesses can create their own customizable workflows on Dokmee. Multiple users can review the same document simultaneously.

Dokmee’s on-premise version is available in three versions: Home, Professional, and Enterprise. The cloud plans include Starter, Basic, Professional, Business, and Enterprise.

Digitize Your Documentsdms

Digitize your documents and create and effective and efficient workflow. Scan your documents and use a DMS to streamline your work and save time and money.

Mustek Scanners

Mustek offers large scanners that can scan large format documents. Digitize your business by scanning your documents with Mustek. Learn more about our products here.

8 Tips for Effective Document Management

document management

document managementEvery individual, organization, and company has experienced the costs of disorganized computer files. Whether it involved spending half an hour trying to find a research paper, or hours digging deep into important financial statements or reports, a disorganized filing system costs more than just a headache and a nuisance. It costs valuable time and money.

Having an effective document management system and structure in place can go a long way in saving time and money, and in creating a more effective and efficient work environment that helps get things done. Knowing the proper methods for effective document management can certainly enhance your productivity.

8 Tips for Effective Document Management

  1. Set clear guidelines on how files are to be saved and stored. Set standard file formats and storage system.
  2. Organize your email and download and store attachments right away to keep everything streamlined and organized.document management
  3. Organize your newly created files every day. (Another tip would be to create those files from the folders they should be stored in to save time.)
  4. Make your documents and files as searchable as possible by adding metadata, including tags and descriptions.
  5. Set up a system for naming the files. Use dates, document or file types, and titles in the names.
  6. Create a logically structured nested folder system for easy browsing and access.
  7. Backup your files regularly. (In addition to this being a good document management concept, it is also crucial for data protection and security. The recent WannaCry ransomware panic is a sufficient example as to why.)document management
  8. Delete old, outdated, and invalid files routinely for better organization and to save storage space.

Digitize Your Documents With Mustek Scanners

Digitizing your paper documents is also important in keeping all your important files and documents in one location for easy access by everyone in the organization. Mustek USA offers some of the best large A4 scanners that can handle many document sizes. To learn more about Mustek scanners, click here.