Document Capture and Digitisation

Information has always been a key corporate asset that underpins the success or failure of a business. In today’s frantic business environment however, the method of obtaining this information dictates how well its value is realised.

It is amazing how many business still try to conduct their operations using paper when in fact, a large majority of their operations are actually digital. For example, many business clients request information, make reservations, purchase products and order services using online digitised forms.

Paper documents are no longer part of many business processes and a move towards automated document capture and document digitisation is currently, the most effective and efficient method to realise the value of corporate information.

Benefits of document digitisation

The advantages of moving to an environment focused on automated document capture, automated document scanning and document digitisation are many, but include the following:

  • Faster access and retrieval of information leads to improved business processes.
  • Accessing the right information quickly, results in better decision making, based on evidence rather than conjecture.
  • Faster access to information results in better service delivery to your clients.
  • Information is more rapidly shared between departments, leading to more efficient collaboration.
  • Operational, process and outcome risks are reduced leading to improved business continuity.
  • Information silos are eliminated, resulting in more efficient use of employee time.
  • Costs are reduced, because time is not wasted on creating, storing, retrieving and handling of paper forms.

Utilising new and innovative technologies to manage your operational processes will streamline your business and save you both time and money. Document digitisation makes good business sense.

Corporate operations that benefit from document digitisation

There are certain key operational areas that benefit from automated document capture, automated document scanning and document digitisation.

Business Process Optimisation

With document digitisation, your employees will be more productive, leading to an increased operational capacity. Leads will always be followed up, accounts and invoices will be paid on time and service requests will be fulfilled as needed.

Documents and files will be automatically sent between staff members or departments with ease, workflow will be optimised and business systems optimised and integrated. All of this is achieved by the digitisation of accounts payable, contract management, HR automation and mail room automation:

  • Accounts Payable: When your accounts department is optimised with digitisation, the time and costs involved in processing invoices are dramatically reduced. Discounts are automated and payments sent and received on time.
  • Contract Management: Digitisation gives you a streamlined, transparent and consistent contract process, ensuring that best practices are optimised. Tracking of contracts is facilitated, the review and approval processes are streamlined, auditing is maximised and risk is minimised.
  • HR Automation: With digitisation, recruitment and employee services are more efficient and holistic. Personnel and recruitment records are easily accessible, always up to date and adaptable to your changing needs.
  • Mail Room Automation: Digital mailrooms maximise multiple information channels and handle high volumes of all document formats. Service quality is heightened, time and costs reduced and productivity and business processes optimised.

RBC Business Solutions provides organisations with the hardware and software that allows for automated document scanning, as well as automated document capture and the storage of operational material. We also assist with information storage on the cloud, on your premises or on a hybrid server.

For more information on the benefits of document digitisation to your organisation, call us on 1300 857 164, email us at or complete our online enquiry form.