Quick and accurate customer service is the aim of most every company. It is good for customers, the company’s reputation, and the bottomline. However, converting your paper documents to digital can help your business in more ways than just this one:
Spending 15 minutes flipping through a paper filing cabinet while a customer is waiting is not an ideal business practice.
Instead, what modern businesses need is the ability to reliably and automatically capture incoming documents and store them in a secure digital format. This is the promise of digital conversion as made possible by document management software companies like Square 9.
Square 9 software captures incoming documents and transforms them into actionable digital files. Instead of manually inputting data and exposing customer information to data entry errors, the system scans the paper and transforms it into a digital file, which is then immediately ready for further processing.
This helps with content management, process management, and the development of web forms that users can access from their computer or mobile device. With a document management solution (DMS) in place, you can transform your business processes into intelligent, automated tasks to save your business time and money.
Shuffling through drawers and piles of paper files to find that one small sheet of paper that contains the information you need is not only a time-suck but also risky. Digital document conversion keeps your documents organized and secure.
One of the most powerful advantages to using a DMS for digital conversion is the ability to index your documents according to any number of search terms. Every document in your business can be categorized by its type, purpose, use, or by arbitrary keywords that administrators are free to use, re-use and re-assign as they see fit.
Having a robust, secure, searchable index of all of your business data turns challenging, time-consuming processes into simple ones.
Another major benefit to undergoing digital conversion is the ability to implement impeccable security solutions that integrate multiple lines of business. Professional document management solution providers like Advancing Imaging Solutions can develop platforms for ensuring access privileges and policies are strictly enforced.
In a paper-oriented environment, barriers to physical access are often the only security tool in place. This minimal level of protection leaves your business vulnerable to security breach from determined thieves or company insiders with privileged access, for example
With a document management platform in place, you can generate audit trails for any number of document-related processes. This lets administrators follow intrusion paths to determine where and when security compromises occurred which enables them the best chance of recovering any damages incurred.
Using cloud technology like Square 9 improves collaboration across the team. This solution incorporates top of the line cybersecurity into an easy to deploy document management platform.
These tools help to reduce the number of times specific documents are printed, improving processing times and reducing paper waste.
For example, keeping track of multiple versions of a contract under negotiation is challenging with traditional paper-oriented processes. But, with Square 9, it’s easy to ensure contracts track changes, revision histories, and overall legal compliance. This is done through enforced digital rule sets, which gives businesses the ability to get contracts signed quickly and efficiently, greatly improving the speed of contractual processes and negotiations.