How Document Scanning and Conversion (Document Digitization) Benefits the Energy and Utilities Secto

2016 How Document Scanning and Conversion (Document Digitization) Benefits the Energy and Utilities Sector Organizations in the energy and utilities sector face document challenges in a range of functions. Learn how document scanning and conversion is of great significance in this industry sector.

www.managedoutsource.com

Managed Outsource Solutions 8596 E. 101st Street, Suite H Tulsa, OK 74133

(800) 670 2809

With billing, human resources and operations, utility companies have huge volumes of paper-based data that are essential for their day-to-day functioning. Utility companies refer to organizations that maintain the infrastructure for public service. It includes a set of services like electricity, natural gas, water, sewage etc and utility companies deal with large piles of paper-based data that range from generating and distributing to data relating to the levels of consumption by customers.

The energy and utility sector is

under constant pressure to provide cost-effective public services and at the same time maximize value for taxpayers and shareholders. Managing document-centric business processes can be difficult and distracting, leading to lack of efficiency in performing critical functions. This is where document scanning and conversion assumes great significance for this industry sector.

Document Scanning and Capture of Important Data Organizations in this sector handle a variety of documents including but not limited to the following: 

Applications of customers



Change of address



Invoices



Employee records



Meter readings



Purchase orders



Contracts



Search requests



Correspondence regarding complaints



Time sheets, benefit forms, CVs



Inspection records



Plans, wiring diagrams, technical drawings

When these documents are scanned, individual departments can electronically capture and index large volume business documents at high speed and turn them into text searchable content. These electronic documents that are indexed and tagged comprise the units around which workflow automation can be built. Once scanned and digitized, these documents can be accessed and instantly viewed on screen from any web-enable location as well as from within the existing business applications.

www.managedoutsource.com

(800) 670 2809

A Number of Tangible Benefits with Digitization  Meet government regulations and improve efficiency: The administrators of utility companies have to meet government regulations related to contractual reporting, health and safety and also comply with industry standards. Digitization of important data helps to organize important documents, and meet all requirements as regards government policies, compliance and risk mitigation and thereby improve efficiency.  Ensure customer satisfaction: Organizations can respond more efficiently to customer enquiries and complaints because applications and correspondence documents can be easily accessed.  Great advantage for business managers: Plans and drawings can be shared online with remote colleagues, planning authorities and sub-contractors, which ensures more productive collaboration.  Minimize cost: When paper is eliminated via digitization, storage, handling and consumable costs are also eliminated. Inefficient manual processes are streamlined and resource uptake is reduced.  Maximizing investment: Digitization enables utility companies to manage important documents efficiently and this enables them to improve their growth and productivity, meet business needs and thereby encourage investment into the company.  Better employee satisfaction: Employees can access any required information quickly and need not waste time searching for files. Digitization of files also helps to effortlessly monitor, measure and improve back office business outcomes. It helps employees to focus more on customer service and core activities of the firm.  Improved security for data: Electronic documents can be safely stored and protected with high levels of audited user access control.

A business process outsourcing company providing customized document scanning services can help energy and utility organizations to digitize high-volume paper archives thereby reducing storage space demands and improving information access.

www.managedoutsource.com

(800) 670 2809