10 reasons for digitizing all your documents with UDOCX and SharePoint
1. Better, quicker, and easier Online Collaboration and Communication
Employees use SharePoint to share all kinds of documents efficiently and effectively across teams, departments, and large organizations easily and reliably, whether they are within the same location, at remote locations, across the country or around the world. [i]
Digitizing paper documents with UDOCX allows employees to quickly scan paper documents to SharePoint for sharing, further processing, workflow, or archiving them immediately.
Collaboration and communication becomes even better, quicker and easier.
2. Easier Access to All documents
Companies still receive a lot of business-critical documents by post, couriers or fax. Even when SharePoint is already used to store and manage electronic documents, paper documents are often not integrated into digital workflows or electronic archives as the scanning process is often inefficient, prone to error and time consuming. Scanning documents directly into SharePoint is easy with UDOCX and the resulting PDF files are complete with optical character recognition and metadata, making it possible to access, search and retrieve the information easier and faster.
3. Increased Productivity and Efficiency
Time spent scanning documents into SharePoint and time spent for manually searching documents through offline file folders is almost eliminated. Integrating multifunctional peripherals (all-in-one scan/copy/print devices) with SharePoint through UDOCX streamlines these processes and allows your employees to work more efficiently and be more productive. Leveraging SharePoint’s workflow capabilities allows these digitized documents to initiate business processes automatically, further improving efficiency.
4. Authentication, security and compliancy
UDOCX offers support for domain-level authentication and security requiring employees or other users to provide either their full credentials or login name/PIN code to access the service. All SharePoint access via UDOCX utilizes these credentials, thus ensuring that the end-users have the same functional access from the multifunctional device as they would from their desktop.
5. Reduce Costs
Scanning paper documents directly to SharePoint using UDOCX makes documents immediately available for further sharing or archiving. Documents do not need to be copied, printed or redistributed via post or fax and offline storage is no longer required. Staff workers can simply provide a SharePoint link to colleagues, teams, departments or third parties (if they have the rights to enter the SharePoint environment) and SharePoint itself becomes the archival storage system. Paper, toner, courier and storage costs also decrease dramatically.
6. ALL Documents Become Retrievable and Accessible From Anywhere
Microsoft SharePoint allows mobile workers as well as other employees to access documents while working from home or on a business trip away from the office.
UDOCX allows employees to not only scan documents from any multifunctional device directly into SharePoint but also access any document stored in SharePoint from the multifunctional and retrieve (print) it directly from there. Document management, both inbound and outbound, is possible from any location.
7. Saves Money Both Directly and Indirectly
I will quote a blog here as it sums it up with a great example:
Let’s say you have a relatively paper-intensive business that goes through a lot of paper and does a lot of filing each day – a law firm for example. If an employee spends one hour per day filing papers, searching for files and simply walking back and forth from the records room, that would equate to approximately 250 hours per year (assuming a 5 day work week). If that employee is making $20/hr, that’s $5,000 per year spent on simple paper filing tasks that could be eliminated by going digital. [ii]
UDOCX Scan to SharePoint saves you money
8. Better Service
As paper documents get digitized and “pushed” directly into SharePoint, ALL documents can be processed (digitized, accessed and retrieved) anywhere. Purchase orders, invoices, credit forms, etc., can be processed quickly and efficiently. Invoices get paid faster resulting in better service towards customers, clients, suppliers and colleagues.
9. Faster Cash Flow
As already mentioned in point 8, orders and reclamations can be processed quicker, invoices get paid faster; all money-related processes that are mostly handled with paper are improved.
10. Faster ROI on your SharePoint and MFP investments
Microsoft SharePoint can only reach its full potential when all business documents are assigned to digital workflows and/or securely archived in digital form. Most MFP devices are only used as “dumb” copiers or printers and are never deployed in ways that allow them to reach their full potential. The UDOCX service allows you to maximize your ROI for both SharePoint and your multifunctional devices, allowing these normally disparate solutions to complement each other and maximize their effectiveness in your organization.