Cloud Computing Reduces Inefficiencies Of Paper Once And For All

Scanning to the cloud

Business technology is a dynamic environment that is constantly evolving, fuelled by new technologies, changing customer demands, an alternate vendor landscape, and an uncertain economy.

Cloud computing, which covers shared access to virtualised resources over the Internet while data and software are stored on servers, is becoming increasingly important for organisations and the rapid adoption of cloud solutions is transforming the traditional office landscape.

Interest in cloud computing is understandable, considering that it enables organisations to become more cost efficient and agile by centralising their applications, servers, data and storage resources, and dynamically moving their resources.

The cloud saves time by removing the hassles of software configuration―updates are needed less frequently and are typically managed automatically―and the problems of departments not being able to share data because they use different applications is eliminated. The fewer glitches, the more productive employees can be.

Cloud computing is also ideal for mobilising teams. From just about anywhere in the world, document management services are available 24/7 from any device connected to the Internet―including iOS, Android and Windows Phone devices. Cloud computing opens businesses up to a whole new world of productivity.

The right hardware and software solution can provide efficient desktop document management features that allow users to scan documents perfectly, as well as create searchable PDF documents―all in one easy-to-use document management tool. For teams needing to share these documents remotely and securely, they can be uploaded to the cloud for anytime access on the move via a laptop, smartphone or tablet.

Scanning to the cloud needn’t be complicated. Users don’t have to be scanning experts, purchase special equipment, or change familiar scanning practices. Documents are scanned in the traditional way using existing desktop scanners or mobile scanners and then upload to the cloud with a few clicks of a mouse button.

What’s more, documents can be encrypted for enhanced security when stored on cloud services such as Microsoft Live SkyDrive, Google Docs, Basecamp, Box and SugarSync.

The scanning of paper documents for the creation of small-size PDF files for document sharing can be equally efficient. Each page of a typically scanned colour PDF file can be over 1MB in size. When scanning several colour pages or more, the size can be too large to send that file through e-mail, let alone upload to the cloud.

Software provided with a quality scanner uses compression technology to turn a 15MB colour file into less that 2MB―ideal for sharing PDF files and other documents with colleagues and clients over the Web.

The cloud provides workflows designed for business users, enabling knowledge workers to easily automate complex document centric business processes. Organisations can ensure consistent business processes and improve productivity by helping team members concentrate on performing tasks rather than managing the workflow.

An easy-to-use approach using business logic specifies and controls the actions that happen to documents or content, keeping projects on schedule and content safe.

Once users start scanning all files to the cloud, they will find they spend less time searching for documents they need. Also, collaborating with co-workers will become easier and more because everyone will be working from the same central repository. The cloud also provides flexible file access management tools so users are always in control of their content and can share it safely with others.

With cloud adoption—private, public, or hybrid—significantly growing, focus on partner competency is essential in a cloud economy. This is fuelled by high customer requirements for skilled and experienced partners that can easily deploy cloud-based solutions in IT environments.

For paper-based organisations moving their data repositories to the Web, choosing the right hardware solution to get all that information into a Web-optimised format is critical.

The IT industry is going through a significant transformation. The cloud model will further evolve and challenge organisations to align their offerings to remain competitive. Is your business’s data workflow ready?

Shooping Lin, Sales Director, Plustek, graduated from Université Lumière Lyon 2 in 1989 and worked in the IT display business in the UK and Europe from 1995 to 2005. Now the Sales Director of Plustek UK, Shooping is the bridge between the UK customer and Plustek HQ in Taiwan.