Trends in Document Scanning

In this blog we will go over some of the recent trends that can be seen in the world of document scanning. These trends will highlight what is going on and how the industry is evolving and adapting to current trends, challenges and opportunities.

Cloud based document scanning

Cloud-based document scanning solutions are becoming increasingly popular among organizations as they offer easy access to scanned documents from any location with an internet connection. This is particularly advantageous for organizations with multiple locations or remote workers who need to access documents from different devices or locations. 

Cloud-based scanning also allows for easy scalability as document volumes increase or decrease without additional physical storage devices. This cost-effective solution eliminates the need for expensive on-premise storage devices and reduces the need for IT staff to manage and maintain servers. Additionally, it provides easy collaboration among team members, enabling them to share and collaborate on documents in real time. Cloud-based scanning can offer enhanced security features such as encryption, access controls, and backups, which can help protect sensitive documents from unauthorized access or loss.

Mobile document scanning apps

As mobile devices become more prevalent in the workplace, there is a rising trend towards mobile document scanning apps that enable users to quickly scan and upload documents using their smartphones or tablets from anywhere and at any time. Mobile scanning can be a cost-effective solution for individuals or small businesses that lack the resources to invest in costly scanning equipment. It can also save time by eliminating the need for manual data input from paper documents into a computer system. Furthermore, mobile scanning can seamlessly integrate with other technologies, such as cloud storage and document management systems, to create a streamlined document management process.

AI and machine learning

The development of artificial intelligence and machine learning has facilitated the creation of document scanning solutions that can automatically recognize and extract information from scanned documents, thereby reducing the need for manual data entry and improving accuracy. Intelligent document processing (IDP) technology can significantly increase efficiency by automating labor-intensive manual processes, such as data entry, document sorting, and validation. 

Furthermore, IDP can enhance accuracy by automatically extracting and processing data from documents, reducing errors and eliminating the need for manual verification. This technology can also result in cost savings by reducing the need for manual labor and increasing efficiency, enabling organizations to process more documents in less time. Lastly, IDP can aid in ensuring compliance by guaranteeing that documents are processed consistently and accurately, reducing the risk of non-compliance with regulations.

Business application integration

One trend in document imaging that has gained popularity is the integration of imaging technologies with business applications, including ERP systems, CRM systems, and EMR systems. Integrating document imaging with business applications can streamline document management processes, enhance efficiency, and reduce the need for manual data entry. 

By integrating document imaging, documents can be more easily accessed by users or employees who need them without switching between multiple applications. This integration can also improve security for sensitive documents. Additionally, it can facilitate better data analysis by making it easier to extract and analyze data from scanned documents. Integration with business applications can ultimately result in cost savings by reducing the need for manual labor and improving overall efficiency.

Sustainability and eco-friendly

The trend of sustainability and eco-friendly solutions in document imaging is gaining momentum as organizations strive to reduce their environmental impact. This involves implementing practices and technologies that address paper consumption, energy usage, and carbon emissions. Organizations can shift from paper-based to digital document management to reduce paper consumption and associated carbon emissions, including scanning paper documents and implementing electronic forms and signatures. 

Energy-efficient equipment, such as scanners and printers with ENERGY STAR certification, can reduce energy usage and carbon emissions. Recycling programs for paper and other materials used in document imaging processes can promote sustainability and reduce waste. Some organizations use renewable energy sources like solar panels or wind turbines to power document imaging processes. Such green initiatives can further reduce the environmental impact of document imaging.

Privacy and security

As data privacy and security remain paramount, document scanning solutions integrate advanced security features, such as encryption, access controls, and secure transmission protocols, to safeguard sensitive information. Encryption is crucial in securing sensitive data both in transit and at rest. To prevent unauthorized access, document imaging solutions increasingly use advanced encryption technologies. 

Moreover, many industries have strict regulations governing the handling of sensitive information, and document imaging solutions are designed to comply with these regulations to avoid fines and legal penalties. Document imaging solutions are increasingly integrated with security platforms such as antivirus software and firewalls to provide a comprehensive security framework. Cloud security has become a significant concern with the rise of cloud-based document imaging solutions. Document imaging solutions include advanced security features such as data encryption and multi-factor authentication to protect data stored in the cloud from unauthorized access.