Why Document handling software is essential in 2023
Hard copies have become, well too hard.
Paper in our personal lives has become all but obsolete. Gone are the days of receiving bills in the post, even filling out forms has become a predominately online action. Come to think about it – the only time I write on paper at home is on the inside of a birthday card. If paper is all but irrelevant at home, why are so many businesses still relying on paper for day-to-day processes?
Now is the perfect time for businesses to accelerate their digital transformation, with there even being tax-related support1 that might be available. The thing with paper is that it can be inefficient, costly, not secure and not good for the environment.
Document Handling is designed to assist you in making communicating across your business easy. It gives employees and teams access to the same documents, allows them to collaborate in real time and be productive from anywhere - in-office, remote, or on-the-go.
It is not just about creating and storing digital files, it can enable teams to create, view, and share multiple documents across various file formats without any constraints on location, time, and environment. Accessible, flexible, and scalable seamless collaboration.
FUJIFILM Business Innovation has just released FUJIFILM IWpro, our next generation Document Handling Solution.
Let’s look at some of the key reasons a Document Handling Solution can work for your business.
One of the biggest benefits a document handling solution could bring to your business is the ability to access files anytime, anywhere, on any device. With not only the potential to reduce juggling paper documents, scanning hard copies files may also be quickly retrieved from the cloud environment, in turn decreasing the likelihood of delay to project timelines and processing.
We’ve worked to make FUJIFILM IWpro user friendly, meaning your team will be able to use the system intuitively with minimised need for extensive time learning new software. It is aimed to be versatile and secure, with customisable version control and user-based access to help you gain confidence about your data and business sensitive information.
It also creates a secured and unified workflow, reducing the reliance on print and email communications, providing a collaborative environment where users may likely be more efficient and responsive.
Security and data protection are in the top priorities of all organisations and considering recent cyber-attacks and sophisticated data breaches against some of Australia’s largest organisations, we can understand nervousness around digital management of your documents.
In the third quarter of 2022, approximately 15 million data records were exposed worldwide through data breaches, an increase of 37% from quarter two2. At FUJIFILM Business Innovation we take security seriously, our solutions have end-to-end security built in and our document management system, FUJIFILM IWpro, is no different. Your documents are hosted in the cloud and software allowing for user authentication.
So, we know why it makes sense for the business. But what about for your teams? Organisations have pivoted quickly to new work styles, but one thing that has been obvious is the old way to work, does not work today.
According to Deloitte, when employees collaborate, 15% work faster, 73% do better work, 60% are more innovative, and 56% feel more satisfied3.
Using a collaboration tool like FUJIFILM IWpro, instead of switching between apps and environments, your teams can work on files simultaneously, allowing for real time collaboration. From the FUJIFILM IWpro environment, team members may communicate directly on project and tasks and the notification settings could help to keep everyone up to date – no matter where they are or what device they are using. It’s communication, engagement, and productivity all in the one place.
Remote working can likely make employee engagement hard. Having a collaborative environment for your team may help keep them engaged and connected to their teams. Research has shown that organisations with collaborative document management likely leads to a more engaged workforce and 85% more likely to identify as happy at work4.
According to Forbes, mid-to upper-level managers spend 35% to 50% of their time in meetings5. How much more productive do you think you could if you were to gain that much time back in your day? FUJIFILM IWpro could provide a more efficient alternative to these meetings by giving visibility of the status of tasks and projects to all team members. And let’s not forget the time in our day spent tackling paper files and chasing feedback over email that just gets ignored. FUJIFILM IWpro helps you address this for the possibility of a happier, more productive workplace.
There’s a common misconception that for documents to be used in a legal or audit situation, they have to be in the original physical document form, this is not true.
The Australian Tax Office (ATO) no longer requires you to keep paper records, this means you can digitise your documents and safely dispose of the paper records. For the ATO’s tips on how to store your records digitally visit their website here. Additionally even in legal matters scanned documents are legally accepted6.
Implementing your Document Management solution will ensure you are digital moving forward, but what about those archives and filing cabinets with years of historical documents? To truly digitise your business, you can also back capture your existing records making your Document Management System a holistic ecosystem of your organisational data.
FUFJIFILM Business Innovation also offers capture services to help you to digitise your existing records, so they too can be accessible through your Document Management System. We take physical documents and scan them to produce a digital image. Once transformed into a digital record and indexed for recognition, the task of storing, retrieval, reference and, of course, preserving could help enable you to reclaim space, increase productivity and even have more control of governance to assist you to comply with legislation.
Given the benefits of a Document Handling Solution with collaborative tools the question isn’t “Can I afford to implement a document handling solution?” It may be more appropriate to ask, “Can I really afford not to?”
Find out how Document Handling Solutions from FUJIFILM Business Innovation can really power your work. Complete the form below to talk to a specialist today