Going beyond Paperless; True Digital Transformation

The convergence of mobility and cloud have led to a digital explosion.

Now that users have any time, anywhere, any device access, they are generating mountains of data. In fact, IDC predicts that by 2025, the world will create 160 trillion gigabytes of it. But more important than the volume is what companies do with that data – how they leverage it for heightened customer experiences and for improved day-to-day decision making.

That’s what’s behind the rush toward digital transformation. Companies have come to realize that to compete in this digital economy, they must effectively leverage and manage data. For true business transformation, including increased efficiency and productivity, information or content must be easily searched, retrieved, and assembled. That’s why a total document solution — such as the solution that Copystar offers – is critical.

Digital transformation doesn’t happen overnight. It is usually a five-stage process in which the company moves from paper-based workflows toward an intelligent, connected, and optimized workplace. Progression toward true digital transformation requires integration and automation, which means having the necessary tools in place to digitize content.

Equipment such as multifunction printers (MFPs) with Copystar/Kyocera software begin to streamline and simplify traditional paper-based processes. By integrating this hardware with a cloud-based document solution, businesses more effectively put the power of content into users hands, helping them work smarter and faster. This is where the promises of increased productivity and efficiency — as well as cost reductions — begin to take shape.

Consider, for instance, a legal firm, which was spending a great deal of time and manpower scanning paperwork that was crucial for their casework. Every time a sheet was scanned — even when carried out in batches — the user had to enter the name of the document, assign it to a case number, and choose where to store it. By embracing MFPs equipped with character recognition software, legal associates were able to automatically convert scanned documents into editable text.

As a result, large batches of paperwork are now quickly scanned, accessible, easily searchable, and can be collated. Understandably, reaching the digital goal only happens when the right mix of equipment and software are in place to make it a reality. This is why it’s important to take an enterprise-wide look at workplace printers, scanners, copiers, and fax machines that are currently being used and consider their role in digital transformation.

Well beyond putting ink on paper, true multifunction hardware devices with print, scan, and email capabilities can and should serve as an on-ramp to the digitization of data. And once on that road, organizations can improve decision making, innovate more effectively, and deliver an excellent user experience for continued growth.

Source: Peter Fretty, Copystar

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At Capital Office Products, we help your business do business. While we are based out of Columbia, South Carolina, we provide the latest technology in Copystar, Kyocera, and Okidata office equipment for companies all over the country.

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