Document Conversion: Overcoming The Paperwork Nightmare

Written By: Will Mathison

Being buried in piles and piles of paperwork is every persons nightmare. To avoid the risk of backlogs and storage space problems, many contractors are relying more and more on document conversion software to digitize paper-based printouts and modernize traditional business structures.

How close are we to the paperless office?

The answer is: not very far. Despite reports saying that paper continues to proliferate as the medium used in the office, new discoveries in document conversion has made the paperless office a very likely possibility.

Document conversion programs were developed to address the increasing need for offices to adapt a more digital, cost-efficient, and automated workflow.

The program varies. Some companies use standalone document conversion workstations manned by a lone administrator who would keep track of all project data that passes through the information terminal. Others adapted document conversion tools that allow multiple users access to company data through LAN, WAN, or the Internet. Still others go for document conversion in an ASP environment, an offsite-hosted Web application for online collaborative projects. Whether online, offsite, built-in, or integrated into the mother system, the possibilities of document conversion programs are endless.

Whats causing the demand for digital document conversion software?

A simple response would be: simplicity. It is a fact that most offices are saturated with piles of paper documents that take time to organize and space to store in. Document conversion tools present the best solution so far in improving document organization and management to simplify the workflow.

The Internet has also contributed a lot in increasing the demand for document conversion programs. By making the document conversion software Web-based, it has given people an interface to better access data from an online marketplace.

Why go digital?

The biggest rift in a companys budget is in paper documents. Hard copy and hourly labor costs take more than a quarter of a percentage from total revenues. That is why digitizing office texts, filing systems and document management is cheaper than photocopying hard copies and putting them in filing cabinets.

Most document conversion programs act as an all-in-one digital fax/scanner/copier/printer machine that is linked to an admin system or networked across multiple workstations. After scanning all incoming paper documents, the document conversion tool then converts these into electronic files. These files are then indexed and stored into the computer through an automatic software system within the document conversion tool. This same software in a document conversion tool also acts as an intelligent, full-text engine for high speed document searching and retrieval.

Yet despite all the benefits of having a digital workplace and online marketing, some contractors are still reluctant to take the plunge.

About the Author: Will Mathison is a freelance writer who writes articles for http://www.pdfconverter.com

Source: www.isnare.com

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