The workforce is becoming less dependent on paper on the whole, but that doesn’t mean paper forms and documents cease to exist. It also doesn’t mean those paper forms and documents aren’t still being used — and creating a good deal of inefficiency.
Creating electronic forms and documents from paper is an obvious answer, but not all conversion methods are created equal. Three popular go-to strategies include:
In this worst case scenario, creating text is labor intensive and prone to error. Further difficulties arise if a paper document contains images — can they be reproduced accurately and efficiently, if at all? Do you have the necessary software to recreate images?
A quicker option than recreating documents from scratch, scanning brings with it its own challenges including illegibility and contents that cannot be easily modified. Unless no changes are intended and/or there are no on-screen form fields to be completed, scanning forms and documents “as is” usually leads to their complete recreation later on.
Either approach gets the job done, to varying degrees, but there is a better solution for producing electronic versions of existing forms and documents:
Multifunction devices — an “all in one” printer/scanner/copier/fax machine — are powerful and, when combined with the right software and guidance from a Managed Print provider, can easily address the paper-to-electronic conversion dilemma:
If your business is currently caught between paper and electronic forms and documents, or if the future is unfolding in that direction, a multifunction device is a worthy investment. Reach out today to find out more and get expert advice on the right equipment option for your needs.