{"id":21310,"date":"2023-03-30T10:47:19","date_gmt":"2023-03-30T08:47:19","guid":{"rendered":"https:\/\/mailcommsgroup.com\/blog\/choose-savings-security-and-user-experience-with-our-digitalization-documentary\/"},"modified":"2023-09-07T17:10:14","modified_gmt":"2023-09-07T15:10:14","slug":"choose-savings-security-and-user-experience-with-our-digitalization-documentary","status":"publish","type":"post","link":"https:\/\/mailcommsgroup.com\/en\/blog\/choose-savings-security-and-user-experience-with-our-digitalization-documentary\/","title":{"rendered":"Choose savings, security and user experience with our document digitalization"},"content":{"rendered":"<div class=\"wpb-content-wrapper\"><p>[vc_row type=&#8221;grid&#8221; css=&#8221;.vc_custom_1658303954478{margin-top: 0px !important;padding-right: 0px !important;padding-bottom: 35px !important;padding-left: 0px !important;}&#8221;][vc_column dp_animation=&#8221;&#8221; css=&#8221;.vc_custom_1646912863207{padding-top: 0px !important;}&#8221;][vc_single_image image=&#8221;12943&#8243; img_size=&#8221;full&#8221; alignment=&#8221;right&#8221;][\/vc_column][\/vc_row][vc_row type=&#8221;grid&#8221; css=&#8221;.vc_custom_1658303954478{margin-top: 0px !important;padding-right: 0px !important;padding-bottom: 35px !important;padding-left: 0px !important;}&#8221;][vc_column dp_animation=&#8221;&#8221; css=&#8221;.vc_custom_1646912863207{padding-top: 0px !important;}&#8221;][vc_column_text css=&#8221;.vc_custom_1678723133126{padding-top: 50px !important;padding-right: 50px !important;padding-bottom: 50px !important;padding-left: 50px !important;background-color: #f2f2f2 !important;}&#8221;]<span style=\"font-size: 20px;\"><strong>Table of Contents  <\/strong><\/span><\/p>\n<ol>\n<li><a href=\"#uno\">The value of document digitalization  <\/a><\/li>\n<li><a href=\"#dos\">Benefits of our document digitalization service<\/a><\/li>\n<li><a href=\"#tres\">How is the digitization and document management process carried out?<\/a><\/li>\n<\/ol>\n<p>[\/vc_column_text][\/vc_column][\/vc_row][vc_row type=&#8221;grid&#8221; css=&#8221;.vc_custom_1658303954478{margin-top: 0px !important;padding-right: 0px !important;padding-bottom: 35px !important;padding-left: 0px !important;}&#8221;][vc_column dp_animation=&#8221;&#8221; css=&#8221;.vc_custom_1646912863207{padding-top: 0px !important;}&#8221;][vc_empty_space height=&#8221;100px&#8221; el_id=&#8221;uno&#8221; css=&#8221;.vc_custom_1666180590409{margin-top: -100px !important;}&#8221;][vc_column_text css=&#8221;.vc_custom_1678723151660{padding-top: 15px !important;padding-right: 15px !important;padding-bottom: 15px !important;padding-left: 15px !important;background-color: #47d7ac !important;}&#8221;]<\/p>\n<h2 style=\"margin-top: 0;\"><span style=\"color: #000000;\"><strong>The value of document digitalization  <\/strong><\/span><\/h2>\n<p>[\/vc_column_text][vc_column_text css=&#8221;.vc_custom_1680169693257{padding-bottom: 15px !important;}&#8221;]What is the main value of a company? The time, experience and skills of your employees. Some studies indicate that each worker takes, on average, 18 minutes to find a non-digitized document. If we multiply this time by the number of times you need one or the other paper during the day, by the number of workers and by the number of working days in a year, the loss of value is significant. This is just one reason to carry out a document digitalization process through an easy access manager for all the company&#8217;s personnel. But there is more.<\/p>\n<p>For example, if it takes the employee that long to find the document, a customer will often have to wait the same (or longer) to get proper attention. This impoverishes the user experience and hinders aspects such as loyalty or <em>cross-selling<\/em>, which has an impact on the annual accounts of any company.<\/p>\n<p>Also space. The price per square meter of office space for rent in Madrid, for example, is 414 euros per year. Digitizing documents becomes a <em>quick win<\/em> in terms of cost containment. There is a further statistic that 70% of companies would not survive a catastrophic loss of documentation (due to fire or flood) for 3 weeks. You don&#8217;t have to go that far, but it&#8217;s clear that documents digitized in the cloud are more secure.[\/vc_column_text][vc_empty_space height=&#8221;100px&#8221; el_id=&#8221;dos&#8221; css=&#8221;.vc_custom_1666181657065{margin-top: -100px !important;}&#8221;][vc_column_text css=&#8221;.vc_custom_1678723286324{padding-top: 15px !important;padding-right: 15px !important;padding-bottom: 15px !important;padding-left: 15px !important;background-color: #46d6ac !important;}&#8221;]<\/p>\n<h2 style=\"margin-top: 0;\"><span style=\"color: #000000;\"><strong>Benefits of our document digitalization service<\/strong><\/span><\/h2>\n<p>[\/vc_column_text][vc_column_text css=&#8221;.vc_custom_1679055021039{padding-bottom: 15px !important;}&#8221;]Our document digitalization service offers great benefits for companies that decide to outsource their document management processes:<\/p>\n<ul>\n<li>We integrate document digitalization within a multichannel communications management process, both in the entry of information and once the delivery has been managed.<\/li>\n<li>It offers considerable cost savings related to printing, maintenance and space optimization for the company that hires our services.<\/li>\n<li>It facilitates the access and search of information through a simple web browser SaaS (Software As a Service) that will allow the user to consult the documentation online and immediately.<\/li>\n<li>It reduces the possibility of loss and deterioration of documentation that may exist in a manual management. In addition, it allows consultation and custody through repositories (via API, <em>webservice<\/em> and sFTP) in a secure environment.<\/li>\n<\/ul>\n<p>[\/vc_column_text][vc_empty_space height=&#8221;100px&#8221; css=&#8221;.vc_custom_1666779683715{margin-top: -100px !important;}&#8221; el_id=&#8221;tres&#8221;][vc_column_text css=&#8221;.vc_custom_1678723442532{padding-top: 15px !important;padding-right: 15px !important;padding-bottom: 15px !important;padding-left: 15px !important;background-color: #46d6ac !important;}&#8221;]<\/p>\n<h2 style=\"margin-top: 0;\"><span style=\"color: #000000;\"><strong>How is the digitization and document management process carried out?  <\/strong><\/span><\/h2>\n<p>[\/vc_column_text][vc_column_text css=&#8221;.vc_custom_1680165299290{padding-bottom: 0px !important;}&#8221;]Although the steps may vary depending on the service and provider, they can be summarized, in general, as follows:[\/vc_column_text][vc_empty_space height=&#8221;100px&#8221; el_id=&#8221;dos-b&#8221; css=&#8221;.vc_custom_1666263766740{margin-top: -100px !important;}&#8221;][\/vc_column][\/vc_row][vc_row css=&#8221;.vc_custom_1678882257400{padding-bottom: 20px !important;}&#8221;][vc_column width=&#8221;1\/5&#8243;][vc_single_image image=&#8221;12932&#8243; img_size=&#8221;full&#8221; alignment=&#8221;center&#8221;][\/vc_column][vc_column width=&#8221;4\/5&#8243;][vc_column_text]In case the information comes in paper format, we will collect and prepare the documentation, which includes:<\/p>\n<ul>\n<li>Pick it up from a post office or post office box.<\/li>\n<li>Remove staples and other matching elements.<\/li>\n<li>Unpack and remove from file cabinets.<\/li>\n<li>Make documents ready to be scanned with state-of-the-art equipment.<\/li>\n<\/ul>\n<p>[\/vc_column_text][\/vc_column][\/vc_row][vc_row css=&#8221;.vc_custom_1678959278058{padding-bottom: 20px !important;}&#8221; el_class=&#8221;flex vcenter&#8221;][vc_column width=&#8221;1\/5&#8243;][vc_single_image image=&#8221;12933&#8243; img_size=&#8221;full&#8221; alignment=&#8221;center&#8221;][\/vc_column][vc_column width=&#8221;4\/5&#8243;][vc_column_text]For information that arrives via e-mail, we will download the body of the e-mail and attachments for processing.[\/vc_column_text][\/vc_column][\/vc_row][vc_row css=&#8221;.vc_custom_1678959285185{padding-bottom: 20px !important;}&#8221; el_class=&#8221;flex vcenter&#8221;][vc_column width=&#8221;1\/5&#8243;][vc_single_image image=&#8221;12934&#8243; img_size=&#8221;full&#8221; alignment=&#8221;center&#8221;][\/vc_column][vc_column width=&#8221;4\/5&#8243;][vc_column_text]We will use RPA, OCR\/ICR recognition technologies and artificial intelligence for the recognition of text, formats, images, barcodes and any other metadata that needs to be processed.[\/vc_column_text][\/vc_column][\/vc_row][vc_row css=&#8221;.vc_custom_1678960232262{padding-bottom: 20px !important;}&#8221; el_class=&#8221;flex vcenter&#8221;][vc_column width=&#8221;1\/5&#8243;][vc_single_image image=&#8221;12935&#8243; img_size=&#8221;full&#8221; alignment=&#8221;center&#8221;][\/vc_column][vc_column width=&#8221;4\/5&#8243;][vc_column_text]Recording, verification and validation of data according to database protocols.[\/vc_column_text][\/vc_column][\/vc_row][vc_row css=&#8221;.vc_custom_1678960118592{padding-bottom: 20px !important;}&#8221; el_class=&#8221;flex vcenter&#8221;][vc_column width=&#8221;1\/5&#8243;][vc_single_image image=&#8221;12936&#8243; img_size=&#8221;full&#8221; alignment=&#8221;center&#8221;][\/vc_column][vc_column width=&#8221;4\/5&#8243;][vc_column_text]Export to standard formats and upload to Commstore, our multi-format document repository in the cloud, which offers a number of important advantages to users.[\/vc_column_text][\/vc_column][\/vc_row][vc_row][vc_column][vc_column_text css=&#8221;.vc_custom_1678724459052{padding-bottom: 15px !important;}&#8221;]MailTeck &amp; Customer Comms&#8217; document scanning service covers the entire document lifecycle. Thanks to our experience and our technology, any company can move forward in the digital transition of communication with its customers in a secure environment. [\/vc_column_text][\/vc_column][\/vc_row][vc_row][vc_column][vc_cta h2=&#8221;Do you need to digitize your company&apos;s documentation, saving time and management costs?&#8221; h4=&#8221;Leave us your details and we will accompany you on the road to the digital transformation of your company.&#8221;]\n<div class=\"wpcf7 no-js\" id=\"wpcf7-f22879-o1\" lang=\"en-US\" dir=\"ltr\" data-wpcf7-id=\"22879\">\n<div class=\"screen-reader-response\"><p role=\"status\" aria-live=\"polite\" aria-atomic=\"true\"><\/p> <ul><\/ul><\/div>\n<form action=\"\/en\/wp-json\/wp\/v2\/posts\/21310#wpcf7-f22879-o1\" method=\"post\" class=\"wpcf7-form init\" aria-label=\"Contact form\" novalidate=\"novalidate\" data-status=\"init\">\n<fieldset class=\"hidden-fields-container\"><input type=\"hidden\" name=\"_wpcf7\" value=\"22879\" \/><input type=\"hidden\" name=\"_wpcf7_version\" value=\"6.1.5\" \/><input type=\"hidden\" name=\"_wpcf7_locale\" value=\"en_US\" \/><input type=\"hidden\" name=\"_wpcf7_unit_tag\" value=\"wpcf7-f22879-o1\" \/><input type=\"hidden\" name=\"_wpcf7_container_post\" value=\"0\" \/><input type=\"hidden\" name=\"_wpcf7_posted_data_hash\" value=\"\" \/><input type=\"hidden\" name=\"_wpcf7_recaptcha_response\" value=\"\" \/>\n<\/fieldset>\n<div class=\"col1-2 pd-10\">\n\t<p>Name*<span class=\"wpcf7-form-control-wrap\" data-name=\"Nombre\"><input size=\"40\" maxlength=\"400\" class=\"wpcf7-form-control wpcf7-text wpcf7-validates-as-required\" aria-required=\"true\" aria-invalid=\"false\" value=\"\" type=\"text\" name=\"Nombre\" \/><\/span>\n\t<\/p>\n<\/div>\n<div class=\"col1-2 pd-10\">\n\t<p>Last Name*<span class=\"wpcf7-form-control-wrap\" data-name=\"Apellidos\"><input size=\"40\" maxlength=\"400\" class=\"wpcf7-form-control wpcf7-text wpcf7-validates-as-required\" aria-required=\"true\" aria-invalid=\"false\" value=\"\" type=\"text\" name=\"Apellidos\" \/><\/span>\n\t<\/p>\n<\/div>\n<div class=\"col1-2 pd-10\">\n\t<p>Company email*<span class=\"wpcf7-form-control-wrap\" data-name=\"Email\"><input size=\"40\" maxlength=\"400\" class=\"wpcf7-form-control wpcf7-email wpcf7-validates-as-required wpcf7-text wpcf7-validates-as-email\" aria-required=\"true\" aria-invalid=\"false\" value=\"\" type=\"email\" name=\"Email\" \/><\/span>\n\t<\/p>\n<\/div>\n<div class=\"col1-2 pd-10\">\n\t<p>Phone*<span class=\"wpcf7-form-control-wrap\" data-name=\"Telefono\"><input size=\"40\" maxlength=\"400\" class=\"wpcf7-form-control wpcf7-tel wpcf7-text wpcf7-validates-as-tel\" aria-invalid=\"false\" value=\"\" type=\"tel\" name=\"Telefono\" \/><\/span>\n\t<\/p>\n<\/div>\n<div class=\"col1-1 pd-10\">\n\t<p><label class=\"checkbox-label\"><span>I agree to the processing of my personal data to receive commercial information in accordance with our <a class=\"post entry-content\" href=\"https:\/\/mailcommsgroup.com\/en\/privacy-policy\/\" target=\"_blank\"><strong>privacy policy.<\/strong><\/a><\/span><span class=\"wpcf7-form-control-wrap\" data-name=\"conditions\"><span class=\"wpcf7-form-control wpcf7-checkbox wpcf7-validates-as-required\"><span class=\"wpcf7-list-item first last\"><input type=\"checkbox\" name=\"conditions[]\" value=\"1\" \/><span class=\"wpcf7-list-item-label\">1<\/span><\/span><\/span><\/span><\/label>\n\t<\/p>\n<\/div>\n<div class=\"col1-1 pd-10 submit-col\">\n\t<p><input class=\"wpcf7-form-control wpcf7-submit has-spinner\" type=\"submit\" value=\"Send\" \/><br \/>\n<span class=\"wpcf7-form-control-wrap\" data-name=\"url\"><input size=\"40\" maxlength=\"400\" class=\"wpcf7-form-control wpcf7-text displaynone\" aria-invalid=\"false\" value=\"customercomms.com\" type=\"text\" name=\"url\" \/><\/span>\n\t<\/p>\n<\/div><div class=\"wpcf7-response-output\" aria-hidden=\"true\"><\/div>\n<\/form>\n<\/div>\n[\/vc_cta][\/vc_column][\/vc_row]<\/p>\n<\/div>","protected":false},"excerpt":{"rendered":"<p>Digitization and digital document management facilitates the day-to-day running of your business and that of your employees, customers and suppliers. In addition, it provides you with significant cost savings and security by storing invoices, contracts, statements and other documents in a secure environment, with all the legal guarantees.<\/p>\n","protected":false},"author":1,"featured_media":17627,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[480,481],"class_list":["post-21310","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-communication-solutions-with-legal-value","category-omnichannel-communication-solutions"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.2 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Choose savings, security and user experience with our document digitalization<\/title>\n<meta name=\"description\" content=\"Digitization and digital document management facilitates the day-to-day running of your business and that of your employees, customers and suppliers. 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