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STREAMLINING 
MANAGING PAPER 
PROCESSES IN 
A DIGITAL WORLD 
WHY SOME OF THE BEST 
OPPORTUNITIES FOR WORKFLOW 
EFFICIENCY CAN BE FOUND WHERE 
PAPER MEETS DIGITAL
We all know that ... 
DIGITAL PROCESSES 
STREAMLINE THE FLOW 
OF INFORMATION
THEY ENABLE PEOPLE 
TO WORK FASTER 
AND SMARTER 
But we also know that ...
MANY ORGANISATIONS 
STILL HAVE PAPER 
DOCUMENTS IN THEIR 
WORKFLOWS. 
And that can cause unnecessary 
problems ...
7% 
of information workers’ 
total time is spent dealing 
with problems and time-consuming 
tasks that arise 
with paper documents1. 
1 Bridging the Information Worker Productivity Gap, 
IDC Whitepaper, 2012
25% 
A quarter of that time 
is wasted due to 
fruitless searches and 
document duplication1. 
1 Bridging the Information Worker Productivity Gap, 
IDC Whitepaper, 2012
WHEN WE THINK 
ABOUT WHERE AND 
HOW THIS HAPPENS, 
some of the following may sound 
familiar …
You need to file or submit 
hard copies for compliance or 
regulatory reasons – 
policies, procedures, 
contracts, financial 
supporting documents 
and receipts.
Or ... You need a physical 
signature – on-boarding 
documents for new 
employees, time sheets, 
sick notes, holiday forms, 
staff records.
Maybe you need to 
fill out forms by hand – 
expenses, service reports, 
customer contact details, 
questionnaires.
Or perhaps you’ve 
simply always used 
paper before …
OUR WORK WITH 
OTHER ORGANISATIONS 
SHOWS THAT PAPER 
DOESN’T HAVE TO 
BE A PAIN.
Here are five questions 
to help you pinpoint 
? areas where you might 
still be suffering ...
ACROSS YOUR 
ORGANISATION … 
Mailroom 
Customer Service 
Distribution 
Logistics 
Finance 
HR 
Sales & Marketing
1. How much time is wasted on 
processing paper documents or 
manually entering information? 
Think of all the situations where people are still typing in 
details from printed forms or from one set of electronic 
documents to another. Where are the highest volumes and 
where could those people better use their time?
2. How many errors result from 
rekeying data? 
From supplier payments to customer billing and contracts, 
this is a major productivity and compliance challenge. Are 
you currently measuring how many queries, revisions and 
rejections occur across your business processes?
3. How many documents are lost 
in your processes? 
Not easy to monitor but you can get an idea by measuring 
and following up on third-party queries, approval 
delays and rejections in your business processes. Pay 
close attention to any areas where you use hard copy 
documents and handle them manually.
4. How difficult is it to track, share and 
retrieve paper-based information? 
Look for symptoms like some areas of customer service being 
less responsive than others. Remote and mobile workers 
may be taking more time to approve critical documents like 
contracts and budgets. Management, finance and admin 
staff could be wasting time chasing queries, confirmations 
and sign-offs. Stressful and costly audits could also flag up 
difficulties checking back on who changed what, and why.
5. How much valuable space is taken 
up with paper archiving? 
Review which areas of your organisation still store paper 
and how long it’s kept. Could this information be stored in 
other ways and still meet regulatory requirements? Could 
you digitalise and centralise storage? What could you do 
with the space (and time) you’d free up?
And here are six examples 
of how you can make a 
positive difference ... 
e.g.
1. Capture information from paper quickly 
and accurately using intelligent scanning 
technology – and integrate with your 
electronic document management 
This is a key stage in process automation – in most cases, 
this technology means your people won’t have to retype 
information from one document to another anymore.
2. Share the right information 
with the right people, in the 
right places 
Put in place policies that ensure information can only 
be sent to the right people, and will be stored securely. 
Automation can help enforce these policies and 
strengthening compliance.
3. Easily monitor and track the progress 
of documents through your processes 
Use robust, user-friendly information management software 
in conjunction with smart scanning to speed up invoice 
processing, customer on-boarding, HR approvals and all 
sorts of other admin tasks. People can see at a glance where 
documents are in any approval or editing process – and what’s 
slowing things down.
4. Instantly find and retrieve the 
relevant information you need 
Once you’re digitising and processing documents 
effectively you can speed up access to all kinds of 
information. Intuitive search (through meta data, not just 
filenames) can be applied to areas like: 
• Supplier contracts and payments 
• Employee records 
• Company policies 
• Customer communications, deliveries and agreements.
5. Eliminate unnecessary 
paper storage 
Filing cabinets still take up large amounts of space across 
organisations. By automating the digitisation of critical 
documents you can reduce or eliminate the need for hard 
copy storage and free up significant space and resources.
6. Improve transparency and reduce 
business risk 
Digitisation and information management software can 
make a big difference to the transparency of many processes. 
Consider supplier payments: being able to easily track any 
changes to an invoice throughout its history, and quickly 
access the supporting documentation, strengthens the audit 
trail and cuts Finance team workload.
WE’RE HELPING 
ORGANISATIONS OF 
ALL SHAPES AND SIZES 
TRANSFORM THE WAY 
THEY WORK … 
and we can do the same for you.
We seamlessly integrate 
paper and digital workflows, 
automating information 
capture, storage and distribution 
to accelerate operational 
performance.
WHEREVER YOU ARE 
ON YOUR JOURNEY 
TO PROCESS 
MODERNISATION, 
WE CAN HELP YOU 
GO FURTHER.
The following five 
customer testimonials 
show how small 
changes can have a 
big impact …
“ Any document or electronic file can be 
instantly captured. From personnel records 
and property documents to student loans 
and education records, we have a one-stop- 
shop for information, in most cases 
eliminating the need to keep paper records. ” 
MICK COOK 
PROJECT MANAGER, 
NORTHUMBERLAND COUNTY COUNCIL
“ Now we know at all times where a document 
is and where it came from in the process. 
Moreover, we can assign permissions on 
the category level and down to a single 
document. This has resulted in greater agility 
and control of our work reports and invoicing. ” 
MICHAEL WAGER 
FINANCE DIRECTOR, 
ASTILLEROS DE MALLORCA
“ Our customer service representatives 
can email the customers the information 
they’re looking for straight away, without 
having to go through the hassle of first 
finding it in the archive, scanning it, 
emailing it and then filing it away again. ” 
KEITH WRIGHT 
GENERAL MANAGER, TEAM GLOBAL
“ Thanks to Canon, we now have a firm 
grip on our accounts payable system 
and are processing the invoices 40% 
quicker than before. By reducing the 
processing time by 40 hours, we have 
saved around €25–30,000 a year. ” 
BERT RIJKMANS 
INFORMATION AND COMMUNICATIONS EXECUTIVE, 
VAN DILLEWIJN GROUP
“ Canon transformed our key paper-based 
manual processes into highly 
efficient and accessible digital data 
that any of our designated staff could 
retrieve at any time. ” 
MAURICE MCCRACKEN 
GROUP ACCOUNTANT, 
WHITEMOUNTAIN QUARRIES LTD.
HOW CAN WE HELP YOU? 
If there are any areas of particular interest that 
you would like to discuss further, or to set up a 
meeting, call us on <000 000 0000>. 
Or ask one of our experts to get in touch about 
how we can help you across your information 
and document management processes. 
© Canon Europa N.V. 2014 
BE EXCEPTIONAL and visit <canon-europe.com>

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Streamlining paper processes in a digital world

  • 1. STREAMLINING MANAGING PAPER PROCESSES IN A DIGITAL WORLD WHY SOME OF THE BEST OPPORTUNITIES FOR WORKFLOW EFFICIENCY CAN BE FOUND WHERE PAPER MEETS DIGITAL
  • 2. We all know that ... DIGITAL PROCESSES STREAMLINE THE FLOW OF INFORMATION
  • 3. THEY ENABLE PEOPLE TO WORK FASTER AND SMARTER But we also know that ...
  • 4. MANY ORGANISATIONS STILL HAVE PAPER DOCUMENTS IN THEIR WORKFLOWS. And that can cause unnecessary problems ...
  • 5. 7% of information workers’ total time is spent dealing with problems and time-consuming tasks that arise with paper documents1. 1 Bridging the Information Worker Productivity Gap, IDC Whitepaper, 2012
  • 6. 25% A quarter of that time is wasted due to fruitless searches and document duplication1. 1 Bridging the Information Worker Productivity Gap, IDC Whitepaper, 2012
  • 7. WHEN WE THINK ABOUT WHERE AND HOW THIS HAPPENS, some of the following may sound familiar …
  • 8. You need to file or submit hard copies for compliance or regulatory reasons – policies, procedures, contracts, financial supporting documents and receipts.
  • 9. Or ... You need a physical signature – on-boarding documents for new employees, time sheets, sick notes, holiday forms, staff records.
  • 10. Maybe you need to fill out forms by hand – expenses, service reports, customer contact details, questionnaires.
  • 11. Or perhaps you’ve simply always used paper before …
  • 12. OUR WORK WITH OTHER ORGANISATIONS SHOWS THAT PAPER DOESN’T HAVE TO BE A PAIN.
  • 13. Here are five questions to help you pinpoint ? areas where you might still be suffering ...
  • 14. ACROSS YOUR ORGANISATION … Mailroom Customer Service Distribution Logistics Finance HR Sales & Marketing
  • 15. 1. How much time is wasted on processing paper documents or manually entering information? Think of all the situations where people are still typing in details from printed forms or from one set of electronic documents to another. Where are the highest volumes and where could those people better use their time?
  • 16. 2. How many errors result from rekeying data? From supplier payments to customer billing and contracts, this is a major productivity and compliance challenge. Are you currently measuring how many queries, revisions and rejections occur across your business processes?
  • 17. 3. How many documents are lost in your processes? Not easy to monitor but you can get an idea by measuring and following up on third-party queries, approval delays and rejections in your business processes. Pay close attention to any areas where you use hard copy documents and handle them manually.
  • 18. 4. How difficult is it to track, share and retrieve paper-based information? Look for symptoms like some areas of customer service being less responsive than others. Remote and mobile workers may be taking more time to approve critical documents like contracts and budgets. Management, finance and admin staff could be wasting time chasing queries, confirmations and sign-offs. Stressful and costly audits could also flag up difficulties checking back on who changed what, and why.
  • 19. 5. How much valuable space is taken up with paper archiving? Review which areas of your organisation still store paper and how long it’s kept. Could this information be stored in other ways and still meet regulatory requirements? Could you digitalise and centralise storage? What could you do with the space (and time) you’d free up?
  • 20. And here are six examples of how you can make a positive difference ... e.g.
  • 21. 1. Capture information from paper quickly and accurately using intelligent scanning technology – and integrate with your electronic document management This is a key stage in process automation – in most cases, this technology means your people won’t have to retype information from one document to another anymore.
  • 22. 2. Share the right information with the right people, in the right places Put in place policies that ensure information can only be sent to the right people, and will be stored securely. Automation can help enforce these policies and strengthening compliance.
  • 23. 3. Easily monitor and track the progress of documents through your processes Use robust, user-friendly information management software in conjunction with smart scanning to speed up invoice processing, customer on-boarding, HR approvals and all sorts of other admin tasks. People can see at a glance where documents are in any approval or editing process – and what’s slowing things down.
  • 24. 4. Instantly find and retrieve the relevant information you need Once you’re digitising and processing documents effectively you can speed up access to all kinds of information. Intuitive search (through meta data, not just filenames) can be applied to areas like: • Supplier contracts and payments • Employee records • Company policies • Customer communications, deliveries and agreements.
  • 25. 5. Eliminate unnecessary paper storage Filing cabinets still take up large amounts of space across organisations. By automating the digitisation of critical documents you can reduce or eliminate the need for hard copy storage and free up significant space and resources.
  • 26. 6. Improve transparency and reduce business risk Digitisation and information management software can make a big difference to the transparency of many processes. Consider supplier payments: being able to easily track any changes to an invoice throughout its history, and quickly access the supporting documentation, strengthens the audit trail and cuts Finance team workload.
  • 27. WE’RE HELPING ORGANISATIONS OF ALL SHAPES AND SIZES TRANSFORM THE WAY THEY WORK … and we can do the same for you.
  • 28. We seamlessly integrate paper and digital workflows, automating information capture, storage and distribution to accelerate operational performance.
  • 29. WHEREVER YOU ARE ON YOUR JOURNEY TO PROCESS MODERNISATION, WE CAN HELP YOU GO FURTHER.
  • 30. The following five customer testimonials show how small changes can have a big impact …
  • 31. “ Any document or electronic file can be instantly captured. From personnel records and property documents to student loans and education records, we have a one-stop- shop for information, in most cases eliminating the need to keep paper records. ” MICK COOK PROJECT MANAGER, NORTHUMBERLAND COUNTY COUNCIL
  • 32. “ Now we know at all times where a document is and where it came from in the process. Moreover, we can assign permissions on the category level and down to a single document. This has resulted in greater agility and control of our work reports and invoicing. ” MICHAEL WAGER FINANCE DIRECTOR, ASTILLEROS DE MALLORCA
  • 33. “ Our customer service representatives can email the customers the information they’re looking for straight away, without having to go through the hassle of first finding it in the archive, scanning it, emailing it and then filing it away again. ” KEITH WRIGHT GENERAL MANAGER, TEAM GLOBAL
  • 34. “ Thanks to Canon, we now have a firm grip on our accounts payable system and are processing the invoices 40% quicker than before. By reducing the processing time by 40 hours, we have saved around €25–30,000 a year. ” BERT RIJKMANS INFORMATION AND COMMUNICATIONS EXECUTIVE, VAN DILLEWIJN GROUP
  • 35. “ Canon transformed our key paper-based manual processes into highly efficient and accessible digital data that any of our designated staff could retrieve at any time. ” MAURICE MCCRACKEN GROUP ACCOUNTANT, WHITEMOUNTAIN QUARRIES LTD.
  • 36. HOW CAN WE HELP YOU? If there are any areas of particular interest that you would like to discuss further, or to set up a meeting, call us on <000 000 0000>. Or ask one of our experts to get in touch about how we can help you across your information and document management processes. © Canon Europa N.V. 2014 BE EXCEPTIONAL and visit <canon-europe.com>