Making the most out of a paperless document management system consists of assessing current employee work habits and deciphering which tangible items can be entered into the system. Unfortunately, some business practices completely disregard the lives of trees and continue to print records or forms that may be looked-over once and routinely put into steel cabinets never to be viewed again. Spending the time to scan these documents is just as wasteful as it is frustrating for employees charged with conducting such a frivolous task.

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HOW TO MAKE DOCUMENT SCANNING APPLICABLE, EASY
Making the most out of a paperless document management system consists of assessing current
employee work habits and deciphering which tangible items can be entered into the system.
Unfortunately, some business practices completely disregard the lives of trees and continue to
print records or forms that may be looked-over once and routinely put into steel cabinets never
to be viewed again. Spending the time to scan these documents is just as wasteful as it is
frustrating for employees charged with conducting such a frivolous task.
There's an app for that
According to The Horn, Scanbot, a document processing smartphone application that was
recently launched by tech company Doo, has received positive reviews by users. Mobile devices
are quickly becoming ubiquitous in the workplace, as many employees continue to access
company information via tablets or other similar mechanisms. Therefore, this tool may be
applicable to organizations looking to quickly scan a variety of different forms.
The source noted that the application allows users to sync or upload any scanned items into a
document management system in the form of JPEG or PDF files. In addition, business professionals
are able to highlight specific pieces of text such as names, dates and prices. Blur correction, color
optimization and text sharpening are useful additional features.

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Keep it simple
The whole purpose of transitioning to electronic workflow is how easy it is to access, manage
and store documents. Though the behind-the-scenes work involved with conceptualizing and
developing scanning software is quite complicated, utilizing it shouldn't be an arduous task.
Therefore, it's important that a company selects a solution that best pertains to its operations.
Christopher Null, a contributor to PCWorld, noted that selecting the appropriate deployment is
all about figuring out what the program does with the documents once they're scanned. A few
questions should be asked before purchasing the document management software:
 Will folders containing particular records be easily accessible from in-house PCs? What
about remotely?
 Is the program operating through a cloud solution? Will it integrate well with on-premise
systems or my own cloud platform?
 Is the solution easy to work with?
If accessing documents seems uncannily difficult, then search for a different solution.
Obtain the necessary equipment
Although going paperless may mean the demise of the office printer (thank goodness), there's
still one essential task it must perform before it's put out of commission: helping company
employees scan about a dozen filing cabinets' worth of documents. In the event that the
machine is anachronistic, there's a good chance that it may not be able to perform up to
standards.
For this reason, Null recommended looking for devices that possess a sheet feeder and a duplexer.
Using a flatbed scanner can put pages out of order or distort the quality of the scan. In addition,
organizations looking to utilize document management software should factor in speed to the
equation. Workers don't want to spend hours standing in front of a machine just to process an
inadequate amount of files. Get it done in less than six hours, depending on how much material
you need to scan.
Once the process of scanning thousands of documents is over, an office can finally rid itself of
those bulky filing cabinets and make better use of precious space.
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