Digitise documents for more sustainable information management

As modern companies navigate an era of digital transformation, it is important to stay on top of current trends in digitisation and information management to protect data, maximise productivity, and make the most sustainable choices, both for business and the planet. Kyocera content services are designed to support your digital transition and ensure your workflows are optimised, while your environmental impact is minimised. Discover how to digitise documents for more sustainable information management and what the main benefits are of storing your content in the cloud.

Why digital content management is more sustainable

While most companies have at least begun their digital transformation, many organisations still heavily rely on paper in daily processes. However, there are several benefits of transitioning to a digital content management system which support more sustainable information management.

• Reduce paper waste: When you limit printing to only essential documents, you use significantly less paper. This greener way of printing helps to reduce your carbon footprint while also making your content management system more secure, efficient, and accessible remotely. Moving from paper to the cloud is sustainable for the planet and practical for your business.
• Minimise use of consumables: Your organisation will also enjoy cost savings and further environmental improvements by ordering and using fewer print consumables such as ink and toner. Ink and toner cartridges, waste bottles, and toner powder itself contain plastics that can be harmful to the planet.
• Eliminate on-site servers: When you store your content in the cloud, you eliminate the need for on-site servers, thus reducing your organisation’s energy consumption, saving space, and minimising risks of data loss due to on-site disasters.
• Cost-efficient cloud storage: Cloud document management solutions such as Kyocera Cloud Information Manager offer cost-effective digital document storage with scalable plans. Pay for the storage you need and enjoy flexible pricing. Moreover, the cloud grows with your business, so you don’t have to worry about reaching storage capacity. This makes the cloud practical and financially sustainable for your business.

How to digitise documents with Kyocera content services

To digitise documents, all you need is a manner of scanning paper and a document management system to which you can upload digital files. Kyocera’s MFPs offer advanced scanning features, such as handwriting recognition, automatic de-skew, and ID card scan to support swift and accurate digitisation. Moreover, with Kyocera software such as Kyocera Cloud Capture, your employees can easily capture documents and immediately send them to a cloud content management platform such as SharePoint online or Kyocera Cloud Information Manager (KCIM). KCC allows users to scan directly to the cloud without having to upload or download files from a computer as a middle step. In addition to simply sending documents to the cloud, you can also send them with attribute information by operating the MFP panel.

KCIM offers a secure, centralised hub in which to store digital documents. With comprehensive features such as keyword search, access controls, and password protection, you can streamline workflows, reduce time wasted manually searching for files, and protect sensitive data from unauthorised personnel. In addition to the digitisation of paper documents by MFPs, non-searchable electronic documents sent by e-mail or other means can be imported into KCIM for easy utilisation through OCR processing and the assignment of attribute information. The process of digitising and storing content in the cloud is straightforward with Kyocera’s support and it improves operational efficiency and sustainability in your workplace.

Sustainability in the workplace

A recent study by Economist Impact, sponsored by Kyocera, called “Transitioning to sustainability: employee perspectives on workplace practices” found that workplace sustainability efforts are predominantly driven by senior executives. While sustainability is a key corporate priority, junior employees are less likely to take independent action or advocate for sustainability initiatives to senior management. This highlights a hierarchical disconnect, where sustainability is often seen as a top-down mandate rather than an integrated organisational culture. The report concludes that a more inclusive bottom-up approach is needed to engage all employees across an organisation and make sustainability everyone’s responsibility.

The reduction of resource consumption, such as digitisation of paper-based processes and migration from on-premise servers to cloud storage, is one of the most common global practices to improve workplace sustainability. The study showed that this is true across industries. Therefore, if you have not already taken these small steps towards a greener tomorrow, it’s time to join the digital revolution and do your bit to make the workplace a more sustainable environment.

Digitise documents for more sustainable information management

Moving your content to the cloud helps to reduce your organisation’s use of paper and other print consumables, such as ink or toner, eliminate on-site servers and consume less electricity. It’s also the most secure, efficient, and accessible approach to content management. Digital documents can be protected by passwords and access permissions, and your digital content management system is better prepared for disaster recovery.

If you are ready to undertake digital transformation and embrace more sustainable information management, contact Kyocera today to discuss your next steps and how Kyocera content services can help.

KYOCERA Document Solutions supports Australian and New Zealand businesses on their digital transformation journey with innovative products and software solutions.