True digital transformation: going beyond "paperless"

The convergence of mobility and cloud technology has led to a digital explosion. Now that users have anytime, anywhere, any device access, they are generating mountains of data. According to Statista, the estimated volume of data created worldwide in 2022 is 97 zettabytes. This amount is expected to increase to 180 zettabytes by 2025.

It's not just about the volume, what really matters is how companies do with that data – how they leverage it for enhanced customer experiences, better decision-making, and innovation.

And that’s what’s behind the rush toward digital transformation. Enterprises must effectively leverage and manage data to compete in the digital economy.

For true business transformation, including increased efficiency and productivity, information or content must be easily searched, retrieved, and assembled. That’s why a comprehensive document solution — that integrates hardware and software — is critical.

Streamlining Paper-Based Workflows to an optimized Workplace

Digital transformation doesn’t happen overnight. IDC suggested that businesses undergo a five-stage process from ad-hoc, paper-based workflows toward an intelligent, connected, and optimized workplace.

IDC believes that most organizations are in the opportunistic phase, which is the second stage. Here there is document scanning and capture. Although data is typically connected to content management systems and repositories at this stage, the workflow operates manually instead of automatically.

Progression toward true digital transformation requires integration and automation, which means having the necessary tools in place to digitize content. Solutions such as multifunction printers (MFPs) with optical character recognition (OCR) 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.

And this is where the promises of increased productivity and efficiency — as well as cost reductions — begin to take shape.

Putting content to work

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 OCR, 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.