60-Second Summary
This blog post explains OPEX’s One-Touch Scanning process, a streamlined method that simplifies traditional, labour-intensive document prep in scanning workflows. With One-Touch scanning, the manual steps are minimised: operators simply open documents and scan them with minimal prep. For organisations overwhelmed with document-heavy tasks, One-Touch Scanning saves time, reduces labour costs and safeguards sensitive data. Read on to discover how this technology can accelerate digital transformation, reduce manual intervention and create AI-ready data for future insights.
Introduction
Handling high volumes of documents drains time and resources, as manual prep and frequent touchpoints slow down processing and increase error potential. Traditional scanning methods also carry security risks as sensitive documents change hands.
OPEX® introduced the One-Touch Scanning process in 2003 as a transformative approach that streamlines document processing. For over two decades, One-Touch technology has helped organisations across industries accelerate their digital transformation, reduce operational costs and prepare for an AI-enabled future.
What is One-Touch Scanning?
The One-Touch Scanning process reduces multiple touchpoints into one simple step. Operators simply open a folder, scan the documents and move on. This streamlined approach minimises manual intervention, saving time and reducing risks of handling sensitive information. Traditional scanning methods require extensive document prep, resulting in multiple handoffs, increased labour and a higher risk of misplaced or exposed sensitive information. One-Touch Scanning simplifies this by offering a streamlined ‘open and scan’ process, where operators remove documents from the envelope or folder and place them into the scanner with minimal preparation.
How OPEX CertainScan® Software Drives Intelligence
At the heart of One-Touch Scanning, CertainScan® – OPEX’s proprietary document imaging software suite – automates essential scanning tasks., such as:
- Automatically classifies documents in real-time
- Inserts virtual separators, eliminating manual preparation
- Captures and validates critical metadata
- Performs continuous quality control
- Creates AI-ready data formats for future automation
CertainScan enables organisations to scale their document digitisation workflows while maintaining accuracy, a crucial component for successful digital transformation.
How Does This Change My Workflow?
For organisations that rely on document-heavy workflows, transitioning to One-Touch significantly reduces prep time and labour while helping to speed up downstream processes.
Current Workflow with Manual Document Preparation
Traditional scanning workflows involve multiple manual steps, including document sorting, repair, separator sheet insertion and quality checks. Each step introduces potential errors, drives up costs and requires considerable staff hours to manage high volumes.
For example, Guarantee Trust Life (GTL) previously required all 11 document centre staff members to handle daily mail prep for claims processing. Each document was handled up to five times, but after implementing One-Touch, GTL streamlined operations, freeing up nine staff members for other tasks.
One-Touch Workflow Explained:
With One-Touch, the workflow condenses. Operators open, scan and refile documents without extensive pre-sorting or prep. CertainScan software automatically manages document classification, toggles grayscale/colour and separates virtual batches.
After implementing OPEX One-Touch Scanning, Iron Mountain Government Solutions boosted efficiency by 30% by quickly digitising sensitive government records and reducing staff requirements for these intensive projects.
Benefits of the One-Touch Process
Switching to One-Touch Scanning provides measurable improvements in efficiency, accuracy and cost savings.
Time Savings
Increased Throughput: One-Touch Scanning cuts processing time by eliminating steps like patch sheet creation and manual sorting. An Post Commerce Business Solutions increased its scanning efficiency by 33%, processing 250 sensitive documents per hour, nearly doubling its previous rate. This enabled An Post to meet rising project demands without adding staff.
Improved Data Accuracy
Real-Time Quality Control: CertainScan’s real-time quality assurance minimises errors like skewed images or missing pages, enhancing data reliability and reducing re-scans. Tectel SA, a Swiss BPO, used this capability to digitise sensitive medical records on-site, ensuring data accuracy without compromising privacy.
Cost-Effectiveness
Reduced Labour Costs: By streamlining document handling, One-Touch enables organisations to process documents faster with fewer staff. GTL saw a 65% reduction in labour costs for document preparation, allowing most of its staff to focus on higher-value tasks
Enhanced Accessibility and Data Use
AI-Ready Data: CertainScan creates digital formats ready for analytics and AI-driven insights. For instance, Iron Mountain Government Solutions’ collaboration with a government agency incorporated AI into digitisation, automating claims creation and saving 2.5 minutes per document across high-volume workflows.
Scalability
Adaptable Across Industries: One-Touch Scanning can handle diverse document types and volumes, from healthcare patient records to sensitive government archives. Dr. Stephenson & Partners, a UK GP practice, reclaimed 270 sq. meters of clinical space by digitising patient records.
Conclusion
OPEX’s One-Touch Scanning process redefines traditional document workflows by simplifying workflows, increasing speed and reducing errors.
By combining efficient processing with AI-ready output, organisations can achieve immediate operational benefits while preparing for advanced automation opportunities.
Whether managing healthcare records, processing insurance claims or handling government documents, One-Touch Scanning provides a scalable solution that grows with your needs. If you are ready to optimise your document management and drive digital transformation, contact OPEX today to see how One-Touch Scanning can transform your operations.
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