Technology applications: Keeping up with technology can be challenging, especially for those of us who work in the technology field. New software, hardware, Internet of Things (IoT) devices, and other cutting-edge technologies are being introduced at lightning speed. While it’s exciting to see what new innovations are coming down the pike, keeping track of everything can be exhausting.
This article will share some tips and tricks you can use to become more productive at work by implementing 10 different technology applications that will keep you productive. Each tip falls into one of three categories: time management, organization, and routine maintenance. Each section lists a helpful strategy that you can integrate into your daily workflow to increase your productivity while reducing stress and anxiety when it comes to working on projects and completing tasks.
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10 Technology Applications That Will Keep You Productive
Technology applications: Even in today’s digital world, paper documents and files are still a critical part of the business. The challenge is finding ways to manage these documents that is not only convenient for employees but also efficient, secure, and compliant with data retention laws. That’s where document scanning software comes in, making it easier and more cost-effective to manage paper documents as well as e-documents. Read on to learn more about the benefits of using document scanner software in your business and how you can get started using it.
What is Document Scanning Software?
Document scanning software lets you scan paper documents and convert them into digital files. These are known as “image-based” documents, or e-documents, which you can store in a cloud storage solution to securely access from anywhere. You can also use the same solution to create editable documents, such as contracts or receipts, to easily send them to your vendors, customers, or clients.
The most scanning software also includes OCR capabilities, which allows you to create searchable, digital documents. This can massively increase productivity since employees can quickly find what they need in seconds rather than having to search through a file cabinet or box of paper documents.
Why Is Document Scanning Software Important?
As mentioned, scanning paper documents and other paper files is critical in most industries, but it also has several additional benefits as well.
7 Reasons to Use Document Scanning Software
Convenience – There’s no easier way to digitize paper files, such as invoices, receipts or contracts, than with document scanning software. You simply scan the papers and create a digital version that you can store on a computer or in the cloud. –
Security – You’ll protect your company’s sensitive information by keeping paper documents and files in a secure location (e.g., a filing cabinet). And by digitizing those documents, you can secure them even more by storing them in the cloud.
Saves space – If you’re like most companies, you probably have filing cabinets full of paper documents and files. Scanning these and storing them as digital files can help you save a ton of space.
Better compliance – If your industry has compliance requirements, such as the healthcare industry, digitizing paper documents ensures that all your important documents are secure and accessible only by authorized people.
Better organization – No matter if you’re a small business or a large enterprise, you’ll probably have paper files scattered around. Digitizing those files and storing them digitally helps keep them organized and easy to find.
Better communication – If you work with clients or vendors, you’re probably dealing with signed contracts or other paper documents that need to be sent back and forth. Scanning those documents and sending them digitally ensures the communication process is smooth.
Better collaboration – If you need to collaborate with colleagues or team members, scanning paper documents and sending them digitally makes it easy to share the information with others.
How to Select the Right Document Scanning Software
When evaluating document scanning software, pay particular attention to the following features.
3 Must-Have Features in a Document Scanning App
Ease of use – Even in today’s digital world, people still prefer to work with paper, either because they just prefer it or because it’s more convenient. With document scanning software, however, you can easily convert paper documents into digital files.
Integration with other software – It’s common to find paper files in almost any business, but it’s even more likely to find digital files. With document scanning software, you can easily integrate those digital files, such as contracts or receipts, with your other software.
Cloud storage – With digital files, even paper documents, it’s critical to securely store those files. You can do so with document scanning software, which lets you store them in the cloud, where they’re even more secure.
2 Other Ways to Manage Paper Files in the Cloud
Scanning cabinets – If you have a large amount of paper documents and files, scanning them all into digital files can be a significant time investment. Another idea is to scan only the documents that you need to see frequently or that are critical. You can then store them in a scanning cabinet, which is like a giant drawer where you can store documents securely.
Paper management software – If you have fewer documents to store, you might consider paper management software, which lets you archive your documents and digital files, such as receipts, in one place.
While paper used to be the primary way that businesses stored and managed their important documents, that’s no longer the case. In today’s digital world, paper is still critically important, but businesses need to find ways to digitize those documents or risk wasting time and creating more mess. That’s where document scanning software comes in, making it easier and more cost-effective to manage paper documents as well as e-documents.