How Document Digitisation Can Enhance Your ‘Working from Home’ Experience

Working from home has become almost commonplace in the world of business. Due to the COVID-19 pandemic, numerous companies have moved their workforce online, embracing a virtual workplace that is both productive and efficient. Something that can make the experience all the more effective is document digitisation.

Whether you’ve been working from home for the past few years or have only just gone remote, whether it be hybrid working or otherwise, something you might not be aware of is the process of digitising documents, and Cleardata are on hand to help. We have a document digitisation service that is both professional and secure. But what are the benefits of document digitisation when working from home? Let’s take a closer look:

Document digitisation services that can improve your ‘working from home’ experience

1. Outsourced digital mailroom

If you’re having an issue accessing your usual place of work, incoming mail can be redirected to our secure facility. The digital mailroom team can open, sort and scan it, based on your rules, and make it available to you on the same day via our cloud document management system.

This allows your home based workforce to securely access information and action it appropriately. Here at Cleardata, we use Kodak i5800 scanners to capture paperwork to a high digital quality in order to deliver quality digital mailroom services. Scanned images are checked by two separate members of our team before they are indexed according to your requirements.

2. Document scanning

Cleardata’s scanning bureau can digitise any size or type of document, with over 5 million images captured per month. Images can be returned to you in any required format for import into existing business systems via PDF, Tiff or JPEG. Alternatively our team can upload them to our cloud based document management system, providing fast access for staff from any location.

3. Cloud document management

In order to migrate into a digital workspace, the physical elements of any business need to be contended with. Over time businesses can amass a sizable amount of paperwork, files and records. These can include, but are not limited to, the following:

• HR files
• Communications
• Invoices
• Plans and drawings

Although it may be that most of what’s being held onto is for compliance purposes, there will still be live files that require regular access. Whether files are active or inactive, neither need to be held on-site taking up space in an office.

The best digital solution is cloud file storage. Introducing a system like Cleardox EDM (electronic document management) will change the way any business thinks about its filing system. It removes that dependency on physical files and frees departments up to be more flexible and agile.

4. Robotic process automation (RPA)

Cleardata’s Robocloud service offers robotic process automation (RPA) that can automate a variety of manual and paper heavy processes including data entry, data validation and data migration. The digital workforce can work around the clock to provide your home based employees with work ready data as and when it is needed – the robots don’t need breaks, don’t get ill and don’t need sleep.

A key example of RPA can be seen in automated claims processing. The digital workforce can carry out activities such as sending automated emails to clients, identifying incoming claims documents, key dates and text, and creating workflow tasks for caseworkers. This enables caseworkers to carry out activities quickly and spend more time on profitable tasks, improving communication with clients in the process.

How are you committing to a digital workspace? Look to document digitisation services from Cleardata

An ever-increasing number of businesses are reducing their physical footprint and taking advantage of digital workspaces. The reason for giving up premises may be due to budgetary constraints, finding a better operating model online, out of concern for staff wellbeing, or a combination of all three.

Regardless of the motivation, this is a considerable change that’s bearing out a multitude of positives and changing the working landscape as we know it. Companies are already seeing the benefits of:

• Reduced overheads – a reduction in premises means a reduction in operating costs
• Business continuity – the risk of a COVID outbreak hindering operations reduced by homeworking
• Reduced liability – less office space inevitably leads to fewer accidents in or around the workplace
• Increased flexibility – staff picking up tasks and responding to emails when they have downtime
• Improved green credentials – less commuting for staff means an environmental saving in pollution (eco-friendly bragging rights for any business)
• Staff having a better work-life balance – it allows them more flexibility both in their personal life and at work

The move over to a digital workspace can be an intimidating one, with many questions as to where anyone would start such a task. Cleardata can help make the transition easier when it comes to documents and files, with both a document scanning and cloud storage solution.

If you would like any more information about the document digitisation services, then get in touch with a member of our professional, dedicated team today. You can call our friendly team on 0800 046 8081 or fill out our contact form. If you’d prefer, you can use our range of online calculator tools instead – whichever is best for you.