Scan to Drive – Helping Businesses Take the Cloud to the Next Level

Speed and efficiency are the primary drivers of productivity. An organization’s flow of information through the business usually relies on creating, routing, approving, and archiving documents accurately. By 2007, companies already created about 7.5 billion pages of documents per year. Implementing a document management system and a cloud storage solution can help companies to improve their operations.

Getting ahead of the competition with cloud workflows and printing solutions should be on every organization’s agenda. By adopting these tools throughout the business, it can speed up task processing, make the company more resilient, and ensure the accurate execution of all document workflows.

How Document Management Systems and Cloud Workflows Help Streamline Operations

Cloud-services have revolutionized the way organizations conduct business. Different solutions help companies of all sizes establish a robust and reliable information ecosystem that leads to reduced costs, increased productivity, and greater mobility. A report by McAfee in 2019 found that 87% of companies could accelerate their business operations by using cloud-based services. It helps speed up time to market, makes it easier to launch new products, and enables companies to expand into new markets.

The benefits of implementing cloud workflows and storage solutions combined with an electronic document management system become evident when compared with physical processes. Staff can find and manage documents with greater efficiency when searching in a digital database instead of having to flip through physical copies. Below are the top five benefits for organizations that choose to adopt cloud-services, scan to drive solutions, and document management systems.

1. Gives Staff Greater Ease of Use

Staff work under pressure to ensure the accurate execution of all their tasks. With outdated, physical processes, this can add a lot of time to their workflows while it also allows errors to occur. Moving these processes to a digital system that’s easy to use provides greater convenience to the workforce and reduces human error.

2. Enhances Efficiency with Scanning and Routing Features

Employees can capture documents by scanning directly to their drives, then initiate a predefined workflow to route the information to the next person or department. The organization can map out their processes, assign statuses to documents, and report on work progress at any time.

Integrating automated workflows with a modern Multifunction Device (MFD) can further enhance efficiencies using advanced scanning software. For incoming physical documents, it’s possible to use Optical Character Recognition (OCR) for identifying key fields of metadata and automatically adding it to the digital copy. 

3. Centralizes all Business Information

With a central repository of all business information, staff can find the documents they need by conducting a quick search. The metadata associated with every digital file will help staff identify the right files, while versioning tools ensure they use the latest, valid copy of a document. Digitization speeds up company workflows and helps them to save money. Reducing the storage space required for physical documents helps free up office real estate and cuts down on paper and ink costs.

4. Delivers Greater Information Security and Control

Protecting sensitive information is a primary concern for today’s organizations. Information breaches can lead to a damaged reputation, civil liability, and compromised operations. Deploying a cloud solution for all document management tasks can help the company protect sensitive information from the source to the archive. Using encryption, access control, and multi-factor authentication, the organization can rest assured that their information remains secure at all times.

5. Provides Business Resilience with Improved Disaster Recovery

With regular backups of all critical information hosted on cloud storage drives, the company can quickly recover from any kind of disaster. With cyberattacks on the rise, keeping systems secure will remain a priority, but if an attack succeeds, having a complete backup of all information will ensure they can recover.

Cloud workflows and storage will make the organization more resilient, as staff can access their information from any connected device. In situations where staff can no longer work from the office regularly or have to stay at home for extended periods, they can still be productive. Giving staff greater mobility will help the organization to adjust work processes quickly and adapt to any kind of future challenge efficiently.

Taking the Cloud to the Next Level with James Imaging Systems

For companies that need an integrated cloud storage and document management system, James Imaging Systems can help. We have the digital experts that can understand the business requirements, deploy the solutions, and ensure a seamless transition for the whole organization. At James Imaging, we’ve helped various companies from all industries to leverage cloud workflows and digital systems for enhanced operations.

James Imaging can assist with cloud-enabled document management solutions, Managed Print Services (MPS), and other office productivity tools. As technology continues to disrupt the modern workplace, every business needs to adopt an effective strategy for reliable operations and continued success.

To start discussing your cloud storage and document management system requirements, reach out to one of James Imaging’s agents today.