From Paper to Digital: The Rise of Scanning Automation Solutions

The shift from paper to digital documents has become essential for businesses aiming to streamline operations and stay competitive. Scanning automation solutions are key players in this transformation, providing tools to efficiently capture, process, and manage documents.

The need for scanning automation

Traditionally, digitizing paper documents was a slow, labor-intensive process. Each step—from scanning and labeling to organizing and sharing—required manual effort. Today, however, scanning automation solutions can handle many of these tasks, reducing manual labor and enhancing accuracy.

Advanced technologies like optical character recognition (OCR), barcode detection, and artificial intelligence (AI) enable these solutions to convert paper documents into digital formats rapidly. This not only speeds up document management but also ensures documents are accurately indexed, stored, and easily retrievable. Integration with existing document management systems makes adopting these solutions simple and minimally disruptive.

Scanshare: a scanning automation solution

Scanshare is a versatile document capture and management software that simplifies the handling of both paper-based and digital documents. By integrating with multifunction devices and various document management systems, Scanshare can automate tasks like scanning, storing, and routing documents—making workflows faster and more efficient.

Scanshare’s three-step scanning automation process

1. Capture

Using an office multifunction device, Scanshare converts paper documents into digital files. With a few prompts on the device’s screen, files can be sent directly to the right location. Scanshare also automatically routes information from emails and attachments.

2. Process

With smart features like barcode detection and document recognition, Scanshare can automatically name, separate, and route pages. Alerts and workflows can be customized for documents that require special attention. Using AI, Scanshare learns how to process documents based on past actions, enabling it to remember and replicate preferred handling methods.

3. Store

Scanshare securely stores documents in popular systems, apps, and cloud services. Using secure login through Active Directory, Scanshare ensures that only authorized users can access files, keeping them organized and safe.

Key benefits of scanning automation with Scanshare

Incorporating Scanshare into a workplace technology strategy provides several valuable document management benefits:

Increased efficiency

By automating scanning and filing processes, Scanshare reduces the manual effort required in document management. This is particularly beneficial for businesses handling large volumes of paperwork, such as law firms, financial institutions, and healthcare providers.

Enhanced document security

With military-grade encryption, Scanshare ensures that scanned and stored documents remain secure. Active Directory integration restricts access to sensitive files to authorized users only, improving compliance and data security.

Seamless integration

Scanshare integrates with popular document management systems, ERP platforms, and cloud storage providers like Microsoft, Google, and Dropbox. This flexibility allows businesses to connect existing systems, optimizing workflows without major disruptions.

Mobile accessibility

Scanshare’s mobile app enables employees to capture and submit documents from their smartphones, allowing remote workers to stay connected and productive with office workflows.

Scalable & customizable

Scanshare’s flexibility lets businesses customize workflows to meet their specific needs. Whether routing documents from a multifunction device or an email address, Scanshare is scalable for growing locations and expanding business demands.

Cost savings

Scanshare’s automation can reduce labor costs associated with document scanning, filing, and routing by up to 70%. Automating these processes frees up employees to focus on higher-value tasks, contributing to overall productivity and cost-efficiency.

Getting started with scanning automation

For organizations looking to automate document management, scanning automation solutions offer a powerful way to save time, increase accuracy, and improve productivity. With capabilities like reduced manual effort and enhanced security, Scanshare is a reliable solution for streamlined workflows and better information management.

The digital transformation team at EO Johnson is here to help you bring efficiency to your workplace operations. From consulting services to document scanning and automation solutions, we’ll help you save time and resources. Let’s get started.