Every organization that faxes is seeking ways to better integrate, automate and optimize their enterprise fax server and day-to-day fax processes. Doing so has the potential to greatly increase efficiency, cut down on faxing costs and provide markedly better service to customers and partners. This is precisely why organizations that use fax as a vital part of their day-to-day operations have turned to fax capture technology.
What is Fax Capture Technology?
When a fax is received by an organization, the normal process is for a member of the team (usually the recipient) to review the fax, upload it into some type of document storage system or type it into some type of application as data. This can be a time-consuming inefficient process that also opens up organizations to a host of regulatory concerns.
Digital fax technology enables fax users to automate their content-centric workflows by integrating features that allow faxes to automatically flow into a variety of third-party applications (ERP, CRM, EMR systems, etc.). However, the solution doesn’t offer a way to enter fax data into back-end applications.
Enter smart data capture technology. Capture technology automatically scans a fax to extract data and route it to the appropriate system. Organizations can use this technology on a large variety of documents that include purchase orders, patient records, loan applications and so much more, speeding up business processes and transforming their fax server into an integrated component of their workflow automation.
Using fax capture technology helps organizations accomplish three things:
1. Enhance and Automate Business Processes
Inbound fax workflows will have shorter cycle times because fax capture is automated, giving organizations quick access to data contained within faxes more quickly. This frees up internal staff members to focus on customers or other areas of the business.
2. Improve Data Quality and Compliance
Fax capture technology uses optical character recognition to read documents, which significantly reduces manual handling of documents. This in turn reduces human errors and increases compliance. By connecting information to key back-end systems, content is moved into repositories with greater accuracy, which increases the quality of an organization’s data.
3. Reduce Costs
Any time a process is automated, an organization stands to benefit financially. Time is money, and removing the manual process of document reading, sorting and transferring via data entry saves a ton of time. This gives organizations access to their critical data faster and for less of a financial and time investment.
Fax capture technology can be deployed on-premise, in the Cloud or as a hybrid solution. To learn more about how you can start using fax capture technology at your organization, contact The Fax Guys today.
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