Smart Capture Powers Today’s Distributed State and Local Workforce
Below are four benefits to consider when defining how work will work within an agency and implementing digitization within a business process and workflow.
Increase efficiency and productivity with smart capture
Employees must demonstrate that they can work efficiently and productively outside of an office. Smart Capture gives them automation by identifying critical information in documents, allowing them to meet their job responsibilities in real time. With smart capture on a document scanner, an employee can create a streamlined process correctly scanning a document reliably the first time and distributing information promptly. Not having to re-examine multiple versions of the same document frees up employee time to focus on your highest priority tasks.
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Foster collaboration within a distributed workforce
Without a common workspace, agencies must provide shared document repositories for easy access. Employees should update the repository frequently as files are updated so that everyone can access and work concurrently from the latest versions. That’s why it’s important to have a scanning device that captures accurate information the first time. With smart capture, documents scan directly to an integrated document management system, making it more efficient and easily accessible, thus improving collaboration between team members across offices and time zones. When managers can view the recorded workflow process, they can better track who is using the device and prevent unwanted users from hacking into the system.
Enforce user permissions and security methods
As more devices connect to the Internet, it is important to apply security measures for government documents, especially in remote office environments. From creation to archiving, document scanners can capture sensitive information; therefore, it makes sense to invest in those with smart capture technology to ensure information doesn’t leak accidentally. Smart Capture ensures information security by authorizing only employees with registered accounts to use the scanner. Unauthorized users cannot access the scanner’s built-in workflow or scan any documents themselves. This is important with a hybrid workspace, such as an employee’s home office, where non-employees, such as family members, can access the device. Besides, triple layer security smart capture features only allow documents to be scanned when an authorized user logs in to the scanner; since the device itself is password protected.
Analyze effectiveness and return on investment
Viewing the captured data and analyzing it can help an agency work efficiently and make informed decisions about the workflow process. For example, if an authorized user or users only perform all scans once on a particular machine, leaders can be sure that intelligent capture strengthens security and increases business productivity. Additionally, if records show that each Smart Capture-equipped scanner has scanned a higher volume of documents than previous models and successfully deposits them into a variety of repositories or workflows, companies may decide to continue using the model in the future. . Through data analytics, leaders can calculate the ROI and effectiveness of smart capture as part of their digital transformation efforts.
Hybrid work is here to stay, and employees and employers alike crave connectivity, collaboration, and productivity. So, as organizations continue their digital transformation journey, it’s clear that investing in intelligent capture technology frees up productivity time, fosters collaboration, and improves security across business devices, both inside and outside the office.