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Effective document management requires a modern approach

March 24, 2023
Read Time 3 mins

With the rise of digital content and advancements in information technology, maintaining proper records is easy to overlook. However, record management is a key element of any business strategy.

If done properly, capturing and managing records can help drive growth and efficiency within the organisation. If not, the business can face expensive consequences and even legal repercussions where improper records management can result in litigation and costly outcomes.

If documents are not properly captured, and records are not properly kept, the business will suffer. Productivity is impacted, resources are wasted, and non-compliance with regulations can land the company in hot water.

Covered in this article

A big-picture approach
Physical to digital
Choosing the right solution
HP ScanJets

A big-picture approach

Effective document management requires taking a modern, big-picture approach, to ensure that all records are appropriately captured, stored, and accessed.

To help entities adapt to the management of records in today’s digital age, ISO 15489-1:2016 defines a range of concepts and principles from which approaches to the creation, capture, and management of documents, regardless of structure or form, were developed.

In essence, this standard lays out the concepts and principles relating to several issues:

  • Records, metadata for records, and records systems
  • Policies, assigned responsibilities, monitoring, and training to support the effective management of records
  • Recurrent analysis of business context and the identification of records requirements
  • Records controls
  • Processes for creating, capturing, and managing records

Physical to digital

The majority of businesses today still have many printed, paper materials. However, keeping these files in-house is expensive and takes up a lot of space. Add to that the risk of losing, misplacing, or misfiling documents, and it’s easy to see why another plan needs to be made.

Documents often contain proprietary and confidential data about an organisation, its employees, and its customers, so every precaution needs to be taken.

Moreover, staff members waste a lot of time looking through paper records to find what they are looking for. And even those paper documents that are not needed and never accessed still need to be kept for a certain amount of time for legal and compliance purposes.

This is why having a document management solution such as a high-end scanner that can convert physical records to digital formats is key to saving time and money. In addition, scanning documents enables the business to store documents securely in the cloud, saving space and money.

Choosing the right solution

It’s also important to remember that not all scanners are created equally. Many solutions on the market today are unable to offer the features that modern enterprises need.

Companies are battling with their existing data capture solutions for a wide range of reasons, including:

Many different types of documents: These days, the majority of companies need to be able to process a wide range of documents, such as invoices, receipts, correspondence, job applications, CS, and many more. Each of these has to be processed, stored, and disposed of in line with data protection regulations and retention schedules.

Accuracy and quality: Yesterday’s solutions lack the immediate precision and accuracy that is so vital when selecting a document capture solution. Without reliable information, tools cannot do their job, and bad data can lead to poor business decisions, which can have a negative impact on the business.

Simplicity of use:  Organisations across the board find document capture solutions un-user friendly, and difficult to configure. Employees end up wasting time trying to figure out how the system works, which delays them getting the job done.

A harsh regulatory landscape: In recent years, a wide range of stringent data protection regulations have been passed into law, meaning that companies need to be extra careful when it comes to storing and handling customer data.

Flexibility and adaptability: All of these issues and others, mean that existing document capture solutions need more scalability and adaptability to keep abreast of growing business demands.

HP ScanJets

Although scanning technology is not new, scanners are incredibly important for businesses, government departments, home use, and even students. HP has been at the forefront, leading innovation when it comes to office equipment for many years.

This is why HP ScanJet series of scanners is at the top of its class, with no other scanners on the market that match their quality, ease of use, and competitive price point.

The HP ScanJet is the technology giant’s state-of-the-art series of commercial and consumer scanners. Much like other scanners on the market, they enable users to make digitised copies of physical paper documents. Unlike other scanners though, they are fast and ergonomic, enabling organisations to maintain an ultra-fast workflow.

In addition, HP ScanJets were built with compact designs, making them ideal for small and medium-sized businesses (SMBs). However, despite their size, they are built to handle a large volume of documents, with most models having the ability to scan up to 2,000 pages per day without any hassle.

Furthermore, HP ScanJets make getting the scanned documents sent over to a computer or printer simple and straightforward, thanks to their intuitive connectivity features and simple inputs or LCD screens.

Through Tarsus Distribution, HP offers a scanning solution to meet every need, including PC-connected flatbed and sheet-fed scanners for individual users, and networked scanners that can be shared among users in every department.

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