BI Insights

Are The Paperless Office Battles Over?

15 December, 2014

Are The Paperless Office Battles Over?

Most of the information people use in the course of a day is virtual. We expect information to move smoothly between computers by email. When someone a few weeks ago asked me to mail a letter, I was aghast. I don’t think I’ve sent more than three letters via snail-mail in the past year.

In spite of everything, the way we use and find information is still very twentieth-century.

The new challenge for businesses is figuring out how to find what you need in those data stores and how to make that information actionable. How often do you find that your information (which you’ve already collected) is locked up in a format you can’t readily use? When you need it, you search for it, transfer it, reorganize it and hope that no errors crept in. The challenge today is how to turn your company’s data into assets that will drive success.

Here are some real-life problems you might encounter:

Handling torrents of documents

A government agency has millions of pages per month coming in from lawyers, consumers and the general population. For years these documents have been imaged and stored in a database but the collected document collection was not searchable and was difficult to use. To solve this problem, we created an automated system that ingests over a million pages a month of documents and forms, converts them into a searchable format and extracts relevant information into databases.

Accessing massive archives

The Optical Society of America (OSA) has been archiving its journals and papers for almost a century. There are more than 750,000 pages in many different formats: electronic, imaged and even microfilm. By digitizing and tagging their archive and collecting extensive metadata, The Optical Society of America repackaged their materials so that new audiences could access the extensive collections.

Reusing training materials

 Organizations spend billions of dollars on preparing training resources. Are they getting their money’s worth? One of our clients has many thousands of hours of video and audio, along with other accompanying materials, prepared at great cost. What would be the future savings in turning these materials into reusable components so that the investment made in developed training materials can be reused over and over?

Business leaders today need to consider how their content impacts all areas of their business value – from branding to marketing to training to sales to risk management to regulatory compliance. In 2015, we predict that content strategy will continue its move into the C-suite.

Mark Gross is CEO and founder of Data Conversion Laboratory, is a recognized authority on XML implementation and document conversion. DCL (www.dclab.com) is a leader in helping organizations grow the value of their content assets investment. With digitization and content management expertise across multiple industries including publishing, life sciences, government, manufacturing, technology and professional organizations, DCL uses its advanced technology and U.S.-based project management teams to help solve the most complex conversion challenges securely, accurately and on time. Founded in 1981, DCL was named one of EContent’s Top 100 Companies in the Digital Content Industry in 2011, 2012, and 2013.

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