If you’ve been around the business world for a while, you’ve most likely come across the term “intelligent document capture,” or you’re at least you’re familiar with the concept. The best case scenario is that your company is actually using and benefiting from such a solution. In which case, you’re witnessing first-hand the time and cost savings, increased efficiency, and faster turnaround times that the latest capture products offer.
But if you don’t already have a capture system in place, it’s possible that you have certain notions about the technology. Some, like the benefits I just mentioned, may well be accurate. But there are likely others that are the result of hearsay or marketing buzzwords that sound great on the surface but mean very little in the real world. That’s the purpose of this blog post: to separate fact from fiction so that you can make a more informed choice about your company’s next intelligent document capture platform. So here goes with debunking the top five myths:
Myth #1: Capture Cannot be Delivered via the Cloud
Probably the biggest misconception about intelligent document capture is that such a solution has to be implemented as an on-premise deployment. This might well have been the case a decade ago, but the latest software can be made available remotely via a Software as a Service (SaaS) model. With this option, your business’s information is stored securely in an offsite data center. This reduces the hardware hassles and expenditure at your physical HQ, and reduces the burden on your internal IT/IS team. Choosing a cloud-based model also enhances your business continuity plan by ensuring that you’d continue to have uninterrupted access to the data that your company runs on even if you were hit by a hurricane, fire, tornado or other natural disaster. Data centers typically offer redundant backup, offering another layer of peace of mind.
Myth #2: Your Organization Isn’t Complicated Enough to Justify Buying a Capture Solution
For a large, multinational company with thousands or tens of thousands of users, a capture system seems like the ultimate no-brainer. But from our experience of working with many clients in all different industries over the past 10 years, I can tell you with absolute certainty that intelligent document capture is also a huge win for small and midsize companies. No matter what the size and scale of your business is, you can still benefit from removing the time-consuming, labor-intensive tasks (see scanning, indexing, interoffice mail routing, etc.) that manual capture requires. Switching to an intelligent document capture solution will ensure key information gets to the people who need it as quickly as possible, so you can better serve your customers and partners.
Myth #3: Capture is Too Expensive
Many years ago, enterprise-grade capture solutions used to be extremely pricey and costly to implement. But the latest generation of this potent technology is far more cost-effective and simple to deploy, ensuring that you obtain full return on investment (ROI) more quickly. The SaaS model like the one I mentioned while busting myth #1 on this list also gives you some pricing flexibility with a subscription model that enables you to start capturing all kinds of incoming content automatically without making a big up-front capital investment.
Myth #4: Capture is Not Scalable
Back in the day, the pricing structure of content capture made scaling such a solution unfeasible for all but the biggest businesses. But nowadays, extending your capture solution is no longer based on a cost-prohibitive per page or per document basis. This means that as you and your team examine processes across your entire organization, you’re able to meet capture needs that come to light in any and every department. Even with content and forms management systems in place, pesky pockets of paper tend to be hiding, slowing down your workflows, distracting your staff members from focusing on what they do best, and creating infuriating delays. With the newly scalable intelligent document capture solution, you’ll be able to snuff these out and replace slow, cumbersome processes with fast, nimble ones that benefit your team as much as they do the bottom line.
Myth #5: You Won’t Have the Resources to Manage the Capture Solution Once It’s Live
The unwieldly ERP systems that capture solutions used to be baked into used to require an entire team of qualified IT/IS professionals to manage. The good news is that this is a thing of the past. Not only is the software itself far less complicated (while being more powerful – double bonus!), but it’s also simpler to manage. We can also provide a “train the trainer” approach that will empower you to become vendor independent and take complete ownership of your easy-to-use capture solution. As I referred to earlier on, if your internal resources are already overburdened or stretched thin managing a large number of existing systems, you can choose a cloud-based deployment instead of an on-premise solution. And if you still need more help, Shamrock’s more than happy to assign of one our Content Services and BPM experts to take the load off.
There has never been a better time to invest in an intelligent document capture solution. Doing so can kickstart productivity, put your data to work for you, and remove the bottlenecks that have been slowing your business down. Want to learn more? Then contact us today to schedule a demo: https://shamrocksolutionsllc.com/contact/ . Also feel free to send us any questions you might have about this or any of our other Content Services, Capture, or BPM solutions.
– by Tyler Groepper, Vice President of Sales at Shamrock Solutions