Looking to reduce your business processing costs?

Are you looking to reduce your business paper processing costs? reduce processing costs 300x210 Looking to reduce your business processing costs?

Start the New Year by analysing your existing paper processes and consider scanning and outsourcing as a solution to help reduce your costs.

Many companies use paper forms to obtain customer data,  and processing/capture can be a costly drain on your business. Paper forms can produce large amounts of manual data entry to capture important information into key systems for processing and analysis.

How to assess your costs for paper forms and processing…

This can be a challenging task for a large company, but make a start by auditing all your existing paper forms.

  • How many different forms, versions and types do you send out per month?
  • What are your monthly printing, postage and stationary costs?
  • How many staff are processing these forms?
  • How much time is spent on average digitising  and processing the information?
  • Are various teams/departments spending time entering duplicate data from multiple forms?

Manual data entry can cause problems such as:-

  • Inaccurate information due to human error
  • Wasted time – multiple users and departments entering duplicate information from different form types
  • Inconsistent data entry – causing problems for analysis and reporting

What alternative solutions are available for paper processing?

Document scanning can help reduce your processing costs, removing manual data entry from your processes.

  • The latest scanning technology, combined with clever form design and intelligent capture software can be used to process your paper information more efficiently and improve data accuracy.
  • Bureaus like Cleardata can help design forms for you with scanning capture in mind. Cleardata  scans and captures documents day in day out, enabling us to provide expert advice for the best form design for optimum scanning capture.
  • Bar-codes can also be used on forms, e.g.  surveys or application forms,  to pre-capture  certain fields and information, immediately reducing processing costs and improving consistency of entered information
  • Scanning software can transform paper records into searchable digital data.  Information can be indexed by key fields and exported for import into your own systems.
For further information on document scanning and data capture visit www.cleardata.co.uk


Document management issues for companies with remote workers

Companies managing remote workers should consider if their documents are being managed securely and effectively.  Businesses are legally responsible for the secure data protection of information, as part of the Data Protection Act,  and many companies now offer remote working as a solution to staff.

Document Management  issues for remote workers can  include:- Security and disposal of paperwork, storage space  and lack of backup for  key records and  information.

Digital document management and document scanning can help improve security of key records and information.  So what do you need to think about?  Document management should be a key part of your business planning/review process.  Questions to consider  for remote worker document management include:-

  1. What paperwork is being used by remote workers?
  2. Who has access to our company information?
  3. Where and how are documents being stored?
  4. Is the information backed up?
  5. If yes, how often is it backed up?
  6. What would happen in the event of a fire or flood?
  7. Are confidential documents shredded or put in domestic waste?

Hosted document management can be an effective tool for home workers.  Documents can be scanned, stored and uploaded to an on-line hosted solution, allowing users to view and search documents in their native format.

Hosted solutions also allow users to add notes, assign messages and tasks to other users.  These solutions provide secure, password protected document management, with users only allowed to view documents relative to their job role and authority. Digital management  enables documents to be securely backed up, providing business continuity in the event of disaster.

Mobile workforce solutions can also be designed to capture any required information, removing the need for paper based processes.  These solutions reduce the amount of manual data entry for back office staff, increase data accuracy and provide fast live information for information such as job completion, quotations or invoicing.  Mobile solutions can also cut administrative time for engineers, auditors and other remote workers.

Document Management companies like Cleardata offer professional document scanning, archiving, shredding , on-line hosted and bespoke mobile workforce software. For further details visit www.ukdocumentscanningservices.co.uk or call 0800 046 8081.

Can scanning and intelligent data capture help your annual reporting?

If your company publishes an annual, environmental or corporate social responsibility report, you’ll know the process of gathering and verifying all this information can be lengthy and time consuming.  Pulling together facts and figures from various departments, in multiple locations can be a difficult task and involve large amounts of manual paperwork processing.

Auditing your information can  involve mountains of paperwork being indexed in various manners to meet the multiple regulatory and reporting requirements by internal and external auditors.

Scanning, On-line Document Management and Intelligent Data Capture Can Help

Companies like Cleardata offer bulk document scanning services, combined with intelligent data capture and on-line hosted document management solutions.  This can help automate the data gathering process and give your corporate team access to the latest accurate information.

Documents and information can be scanned and uploaded to the on-line solution and indexed by any required field e.g. document type, name, and date.  Once uploaded they can be digitally searched from any location.   This can be done throughout the year, with users adding a simple tag  e.g. environment report evidence, together with an audit reference number, providing a digital audit trail for your reporting documentation.  No software is required, the system can be accessed via a simple web browser.  User permissions and passwords can be set by level.

Intelligent capture software can also be used to extract key information from documents to update facts and figures.  For example,  environmental reporting forms e.g. waste certificates, may contain the amount of waste recycled for a specific depot or location.  These forms can be scanned and the software can be set up to automatically detect areas on the form to intelligently recognise and extract key information.

Data can then be exported into any required output e.g. csv or excel.  This reduces staff time spent manually processing facts and information and can be processed throughout the year, making your annual reporting process easier.

Accounts payable solutions are also available to totally  automate  the entire AP process. Digitising invoices and financial documentation can help keep track of spend and provide up to date, compliant financial information for your business.

For further details, visit www.ukdocumentscanningservices.co.uk or call 0800 046 8081




How intelligent data capture can help reduce university and college document processing

It must a busy time now for universities and colleges processing thousands ofCleardata Dec2011 60 300x200 How intelligent data capture can help reduce university and college document processing  student applications and entries.  Manual data processing and capture from paper based forms can be a costly overhead for these organisations.

Many organisations use multiple paper based forms, often capturing similar information for various purposes, which can be frustrating for the users and people capturing the data.

Forms processing issues such as inaccuracy can also cause data management problems.  Data entry errors sometimes occur due to incorrect translation from handwritten forms or simple human error.

So how can scanning and intelligent data capture help?  

The latest scanners can work in conjunction with intelligent software to capture and automatically extract key fields from university application forms e.g. name, surname, date of birth, course name and reference number.  Once scanned, data can be extracted into any required format and indexed by field, making the data instantly searchable. It also provides a digital backup, protecting data from fire or flood.

Document Scanning companies like Cleardata can also help universities and colleges design their forms for optimum scanning capture. Similar to a passport application form, handwritten application forms can be designed to capture individual letters and optimised for ICR (Intelligent Character Recognition).

Applications can be diverted to a digital mail room, scanned on arrival, intelligently captured and processed using the latest document scanning and capture software.

Outsourcing and digitising manual forms processing provides multiple benefits for universities and colleges,  including significant cost reductions, reduced time spent processing and searching through paper records, increased data accuracy and improved data protection.

For further information, visit www.ukdocumentscanningservices.co.uk or call 0800 046 8081 and speak to one of our intelligent data capture specialists.


How invoice scanning & capture solutions can reduce business costs

The latest invoice scanning and software capture/processing solutions can help significantly reduce business costs. Capturing and processing information from invoices is a costly overhead often overlooked by UK companies –  on average it can cost up to £20 just to process one invoice.

Most companies spend a significant amount of time and effort manually sorting and processing hundreds or thousands of invoices on a daily basis.  Have you took the time to analyse the number and level of staff involved in processing these documents?  It  varies from business to business, but you can guarantee a large amount of Senior Management involvement for authorisation and issue management.  Just think what this is costing your business.

Invoice scanning, intelligent capture solutions and automated processing software can help reduce processing costs to between 50p – £1, a large saving if your processing thousands of invoices on a daily basis.

So what options and solutions are available?  Invoice scanning and processing bureaus like Cleardata UK Ltd can:-

  • Set up a virtual mail room for your invoices.  Have your invoices scanned on arrival
  • Capture key invoice fields, such as date, amount, invoice number, description and supplier name  using ReadSoft’s intelligent data capture software
  • Upload key data into your own financial systems.
  • A unique online invoicing solution offering a fully managed automated invoice processing solution, incorporating purchase order matching, supplier, procurement and contract management combined with easily accessible financial reporting.

Invoice Data Capture1 1024x464 How invoice scanning & capture solutions can reduce business costs


For further information on how invoice scanning and capture can help your business call 0800 046 8081 or visit http://www.ukdocumentscanningservices.co.uk/Invoice-Scanning.htm