3 Reasons Document Capture Is An Important Function Of ECM Software
Enterprise Content Management (ECM) software makes it possible for a business or organization to efficiently manage documents and document-related processes. If you have yet to step into the digital age with your business, it is definitely time to look at how something like ECM software could change how you do business. ECM offers multiple functions that are of value to the average business owner, but document capture is one functions most business owners find to be highly valuable. Here is a look at some of the reasons document capture is an important function of ECM software operation.
Document capture allows the transition of hard files into data.
The primary reason the document capture function is an important function of good ECM software is the fact that it allows you to transition all of your hard files into data that is stored on your computer system. Many places do keep paper files for backup purposes, but this is not necessary if you have used document capture to create a digital reference file of every physical document you have. You can create the data file simply, and then it is super simple to generate copies to store on backup drives just in case something happens to the original.
Document capture gives you the ability to search and retrieve all business content.
Whether it is a simple data file that you created electronically, or a file stored through document capture, the information is searchable in your system. When you upload those physical documents, they are translated into real text files, so you can search them out and retrieve them in the same way you can any other computer file on your system. Search efforts become streamlined and simplified so you won't have to spend so much time tracking down information.
Document capture helps you avoid cumbersome file transfers.
Transferring and uploading files is usually a painstaking process for any business operation. For individual documents, you have to go through the trouble of scanning each page and uploading it into the system. With document capture, you don't even have to have a scanner at all, and you definitely won't be spending your time at a scanner uploading page after page. Instead, you can simply snap a picture of a document, and it gets uploaded instantly into your system. Even documents that are captured with a mobile device evolve into fully searchable and scannable documents.