Synchronize Your Data Using DigiSync
There was a time when most companies couldn’t think beyond paper documents and files occupying office space. Over a period of time, they got used to working in the cluttered, unorganized paper-filled culture.Years went by, storage costs rose, precious time was lost organizing documents and paper files began gathering dust. Sharing physical copies, getting authorized persons to sign it, passing it across the company hierarchy, became irritatingly difficult and time-consuming. Finally, the problem became too big to ignore and they began to feel the itching need to do something about it. Several companies started looking at document digitization model as the need of the hour. Well, times changed and today, US companies collectively save over $800 billion a year by opting to digitize their documents!
Data Synchronization and DigiSync
DigiSync integrates with the customer’s existing Central Repository System or with the complimenting BlueBenz product, the DigiWare. DigiSync is a one-stop solution for the complete digitization process. The DigiSync promise: give us any set of paper documents and we shall proceed to digitize it.
The prime DigiSync functions include scanning, OCR, indexing, and storing, apart from several complementary functionalities. The three-step data synchronization process is as follows:
Scan, Save as PDF: DigiSync helps you scan the paper documents efficiently and create digital copies of the same. The paper documents are scanned, saved in a certain format and displayed on DigiSync. Scanned documents can be converted into PDF files.
PDF Functionalities: DigiSync ensures that a large number of files are sorted in an organized manner to save you lots of time. You have the flexibility to insert a new page into an existing document. You can also merge two documents or images into a single file. You may insert or delete a page. Sorting documents according to common characteristics is another feature. These functionalities make document segregation an easier and focused process.
2. Indexing ( OCR)
Templates and OCR: You have the option to utilize the OCR feature, with and without using templates. For the template option, select a PDF template and apply a set format for extracting document properties from the template. You can use OCR with or without a template.
Metadata: You can define document properties via metadata. It is ensured that significant information is extracted from the documents for easy retrieval. The saved images are converted into searchable files with the use of metadata.
Extract Document Properties: The DigiSync uses state-of-the-art technology to extract metadata from the documents and then assist users in retrieving documents using specific keywords. To quote an example, post scanning the documents, details from a voucher will be documented. As per the voucher, the client’s name, address, items, amount invoice, etc. will be listed for further identification.
Export Document Properties in CSV: Exporting the document metadata in CSV is the next step. Metadata of any document can be exported to a CSV through SharePoint or any other file sharing medium.
Storing Option: A single click syncs documents from the source folder to a destination. You can schedule document syncing as per your convenience. You can store the documents as a local folder, on the network or via FTP.
Central Repository: The digital files are to be saved at a central repository. You may either opt for the DigiWare portal or use your existing DMS. Using a common folder structure is a recommended practice.
Try DigiSync with DigiWare
Are you ready to make document management a more neat and efficient process? BlueBenz Digitizations offers free on-premise demos and trial period for its revolutionary products. This allows potential customers to work with DigiSync and then arrive at a decision. The trial period gives us more insights into each customer’s exact business requirements and allows us to customize and deploy DigiSync as per your exact needs.
Additionally, you also have the option to combine DigiSync’s efficiency with DigiWare, a completely customization-ready product to meet your document management challenges.