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Overcoming The Perils Of Scan To Email With Automated Document Workflow

How to leverage technology to tackle email storage issues

10Oct

A well-known issue amongst IT professionals is the cost of email storage - according to Gartner, the average cost of storing a single TB of file data is $3,351 a year.[1] This is a problem that businesses won't experience at first, but will eventually come to realize as documents that travel through their email system gradually impact the storage needed for their organization. An automated document workflow can help to alleviate such storage issues.

The main issue arises because email is often misused as a collaboration and document-sharing tool. In addition to being a misuse of email, attachments clog up email storage systems. In addition, sharing documents via email is not secure and is also counterproductive. In order to stay competitive, an organization in today's world has to use external document repositories to collaborate and store documents. Using external document repositories is essential in order to share information with in-office workers, remote workers, a mobile workforce, and others, with an expanded workforce which can include contractors and partners. Therefore, it is crucial that organizations invest in secure document capture solutions which produce digital documents that are easily and securely delivered into external document repositories such as electronic content management systems and document management systems.

One of the benefits of digital document workflows is that they can be customized on demand to suit the level of automation your organization needs. If your organization is ready to automate additional steps in a business process, the instructions in the workflow 'blueprint' can be easily modified to adapt to the new business requirements."

Automated digital document workflows remove repetitive steps in receiving and delivering digital scans, especially compared to scan to email, providing significant gains in productivity. According to an AIIM (Information Management Survey, 2017),[2] increasing productivity and lowering costs were cited by 55% of respondents as the top reason for implementing digital transformation projects. In order to increase productivity, businesses should aim to automate continuous digitization of paper-based documents. This level of automation can only be achieved once a business chooses a document capture solution which combines simplified digitization of paper documents with unattended processing and delivery of digital documents to their final destination without manual intervention.

A key characteristic of a digital document workflow solution is minimum obstacles for its users. The solution must be simple to understand, easy to use and be efficient. This characteristic should apply not only to employees who use the automated workflows but also to those who configure the solution and create the document workflows, typically IT administrators. In other words, it is needs to be as easy as scan to email on the multifunction device.

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