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Going paperless in today's business world can be tough. Even when you've stopped generating paper internally, you still have to find a way to manage the paper files coming in from clients, partners, vendors, etc. A hybrid filing system helps companies do just this.
What is a hybrid filing system?
A hybrid filing system combines document management software with scanning automation features. This allows you to consolidate all of your paper and electronic files in one place quickly and easily. There is no more rummaging through filing cabinets or drilling down through network file shares to find the document you're looking for. All of your files are stored in a central, organized filing system.
Document management software is your digital filing cabinet.
Document management software helps companies store, access, share and track business-critical documents. At a high level, its basically a digital filing system. It keeps your documents organized and secure, yet easily accessible to authorized users. Most document management systems also included a variety of additional features that help you administer your files more efficiently. These can range from online collaboration tools to compliance features to reporting abilities. Depending on the software you choose, capabilities will vary. The important part is to ensure that your document management system's feature set fits your business process so that no one misses dealing with paper files.
Scanning automation features digitize paper files fast.
By adding scanning automation features to your document management software, you gain the power to consolidate your paper and electronic files into one central filing system. Scanning automation essentially images your paper files, indexes them with metadata and then files them automatically. Depending on what kind of files your dealing with, there are a couple of options to choose from.
The barcode recognition method is primarily used to digitize back files. Barcode cover sheets are placed into your file folder as section dividers. Then, you simply scan the entire folder of documents. The barcodes contain all of the necessary indexing information for your documents so every page gets filed automatically as it is scanned.
Batch processing is used to add new files to the system as they come across your desk. This method lets you scan in a stack of unrelated paper documents and then quickly index them on your computer screen for filing.
Zonal OCR is a type of Optical Character Recognition (text recognition). This filing technique only works for standardized forms or highly structured documents, but can be quite useful. For example, tax forms or invoices from common vendors can be automatically filed this way. It works by taking text from very specific areas of the page and using that text as indexing information to automatically file your documents.
Hybrid filing is the best way to go paperless in today's business world. It give you a quick and simple way to convert your back files, provides a centralized system to manage all of your documents and allows you to easily handle the inevitable paper coming in. DynaFile is a hybrid filing system that has been helping companies go paperless for over a decade. If you would like to learn more about going paperless in your organization, contact us today for more information.