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10 Ways Paperless Forms Management Can Streamline Data Capture Processes

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Posted:
Jan. 5th, 2017

 

If you are considering a new data capture project but don’t know where to start, consider streamlining the process itself rather than generating paper documents. You’ll find that eliminating paper by digitally capturing data up front with the right solution is a great way to streamline the entire forms management process.

Here are ten ways your business can use paperless forms technology to save time and money, and dramatically streamline data capture processes:

1. Business Forms and Applications

Replace paper-based business forms and applications with web-based forms. By capturing key information online, your company will greatly reduce the amount of paper you receive and also instantly push that data to your back-end business applications.

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2. HR Forms

If your company handles payroll and most human resources (HR) functions in-house, using online forms software helps to easily capture and save information for timecards, benefit elections, and reviews.

3. Purchase Order (PO) and Requisition Forms

Purchase order requests can pile up quickly and cause problems for the accounts payable department if they’re not approved and paid on time. Gain better control over company spending by using web-based PO, non-PO, and requisition forms to streamline approval requests.

4. Signature Capture

If you need a form signed as part of an approval process, an online form is a great way to capture signatures from tablets, mobile devices, or using a Topaz signature capture pad. There are also ways to use Active Directory and other custom authentication methods to sign and authorize documents.

5. Service Tickets

Field service workers often complete service tickets by hand, which can result in illegible handwriting and potential errors. Using an online form is a great way to capture service data because it eliminates human error and cuts down on back-end, redundant data entry.

6. Expense Reports

Many organizations still fill out paper-based forms when submitting expenses rather than capturing the data electronically. Implementing an electronic expense reporting form is a great way to capture expenses quickly via an online form.

7. Online Orders

Taking a customer’s order through a web browser isn’t just something for online or other large retailers. Any company can capture orders online with a web-based form. This allows orders to be processed and fulfilled more quickly, and lets customer service personnel focus on other important matters.

8. On the Shop Floor

Instead of routing paper-based packets around the shop floor, create an interactive, web-based form to capture data. Computers, tablets, and mobile devices can be employed to capture and track real-time data, giving employees up-to-the-minute access to all critical information.

9. Output Documents

When an online form doesn’t resemble the final outputted version of a document, data re-keying is often required. By using a web-based form, you can automatically generate pixel-perfect output in the form of a PDF after information is captured, thus eliminating redundant data entry.

10. Attachments

Upload files and attach documents to a form so that supporting documents stay with an electronic form as it’s routed through a business process. This is a great way for insurance adjusters, field service workers, construction managers, and other mobile field workers to capture images of an accident or job site for documentation and historical purposes.

 

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