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How do you evaluate the environmental impact or benefits of document scanning and OCR?

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Document scanning and OCR (optical character recognition) are technologies that can help you digitize your paper documents and make them searchable, editable, and accessible. But what are the environmental impact or benefits of using these tools? In this article, we will explore how document scanning and OCR can reduce your carbon footprint, save resources, and improve your sustainability.

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Nick Abernathy

Building Trust in Every Project | Complete Solutions for Commercial and Residential Properties: Roofing, Windows…
Anjaiah Thadishetty

| CIPM-IAPP | CIP-AIIM | Unlocking the Power of Data | Information Management Professional at Iron Mountain
Josiane Tatagiba

Arquivista | Gest?o de Projetos | Transforma??o Digital | Gest?o de Documentos

1 Paper reduction

One of the most obvious benefits of document scanning and OCR is that you can reduce the amount of paper you use and store. Paper production and disposal have significant environmental costs, such as deforestation, water consumption, energy consumption, greenhouse gas emissions, and waste generation. By scanning your paper documents and converting them to digital formats, you can save trees, water, energy, and landfill space. You can also avoid the risks of paper degradation, damage, and loss.

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Nick Abernathy

Building Trust in Every Project | Complete Solutions for Commercial and Residential Properties: Roofing, Windows, Siding, Tenant Finish & More
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In addition to saving space - properly scanned and indexed documents can be found in seconds, often from any approved location within a network ... saving companies immense time vs. searching through physical files.

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Josiane Tatagiba

Arquivista | Gest?o de Projetos | Transforma??o Digital | Gest?o de Documentos
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A digitaliza??o de documentos e o OCR têm um impacto ambiental positivo significativo. Eles podem ajudar a reduzir o uso de papel, o que economiza árvores, reduz a polui??o do ar e da água e poupa recursos naturais. Além disso, a digitaliza??o de documentos e o OCR podem ajudar a melhorar a eficiência e a produtividade das organiza??es. Isso pode levar a uma redu??o no consumo de energia e recursos, o que também pode ter um impacto positivo no meio ambiente. No geral, a digitaliza??o de documentos e o OCR s?o ferramentas poderosas que podem ajudar a reduzir o impacto ambiental das organiza??es. Ao optar por digitalizar documentos e usar OCR, as organiza??es podem ajudar a proteger o meio ambiente e construir um futuro mais sustentável.

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Anjaiah Thadishetty

| CIPM-IAPP | CIP-AIIM | Unlocking the Power of Data | Information Management Professional at Iron Mountain
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???? Initiatives associated with Scanning/Digitization offer great Environmental benefits. These projects reduces the need of Paper ??, which in turn decreases deforestation and water consumption. Reduction of Energy needed for Paper Production can also be achieved. Easier way to measure is: Calculate the volume of paper in earlier years and typical volumes of Paper saved by the scanning initiatives, Calculate the number of trees, water and Energy conserved. ???? Going Paperless or being Paper light is the future of Information Management

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Manuel Alejandro Aguirre

| Líder en Gestión Documental | Consultor en Transformación Digital | Optimización de Procesos | Automatización Documental | Análisis de Datos en Power BI | Coordinador de proyectos | Docente |
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La digitalización de documentos mediante escaneo y OCR no solo es una herramienta para la eficiencia operativa, sino también una acción concreta hacia la sostenibilidad ambiental. Al reducir el uso de papel, no solo se disminuyen los costos y el espacio necesario para el almacenamiento físico, sino que se contribuye a la conservación de recursos naturales vitales. Además, la protección de documentos en formato digital reduce el riesgo de pérdida o deterioro, asegurando su longevidad y accesibilidad. En un mundo que cada vez más valora la sostenibilidad, esta práctica se convierte en una estrategia clave para el futuro.

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2 Energy efficiency

Another benefit of document scanning and OCR is that you can improve your energy efficiency and lower your electricity bills. Paper documents require physical space, which means you need more lighting, heating, cooling, and ventilation for your office or storage facility. You also need more equipment, such as printers, copiers, fax machines, and shredders, which consume power and generate heat and noise. By scanning your paper documents and using OCR to extract the text, you can reduce your space and equipment needs, and use cloud-based or energy-efficient devices to access and manage your digital documents.

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Anjaiah Thadishetty

| CIPM-IAPP | CIP-AIIM | Unlocking the Power of Data | Information Management Professional at Iron Mountain
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? Scanning/Digitization Initiatives lead to massive reduction in Energy consumption? As organizations digitize the required documents and securely shred them, There is a massive reduction of storage space heating/cooling requirements which are principal sources of Energy consumption. With lesser spaces to store records, there is lower energy consumption to the Organizations. Impact assessment can be seen with reduction in HVAC, Lighting energy usage across the Organization. Outsourcing these vital activities to prominent Information Management firms also ensure major cost savings. ??

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Manuel Alejandro Aguirre

| Líder en Gestión Documental | Consultor en Transformación Digital | Optimización de Procesos | Automatización Documental | Análisis de Datos en Power BI | Coordinador de proyectos | Docente |
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La digitalización de documentos no solo simplifica la gestión de la información, sino que también tiene un impacto directo en la eficiencia energética de tu entorno de trabajo. Al reducir la dependencia de equipos que consumen grandes cantidades de energía, como impresoras y fotocopiadoras, no solo disminuyes tus costos operativos, sino que también creas un ambiente de trabajo más sostenible y silencioso. Además, al minimizar la necesidad de espacio físico para almacenamiento, se optimiza el uso de recursos como la iluminación y la climatización, lo que contribuye a una reducción general en el consumo de energía.

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3 Green mobility

A third benefit of document scanning and OCR is that you can enable green mobility and remote work. Paper documents are bulky, heavy, and difficult to transport and share. They also pose security and privacy risks if they are lost, stolen, or mishandled. By scanning your paper documents and using OCR to make them searchable and editable, you can store them in secure cloud platforms or databases, and access them from anywhere and anytime. You can also share them with your colleagues, clients, or partners via email, online platforms, or mobile apps. This way, you can reduce your travel and commuting costs, emissions, and time.

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Anjaiah Thadishetty

| CIPM-IAPP | CIP-AIIM | Unlocking the Power of Data | Information Management Professional at Iron Mountain
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?? Document scanning initiatives can significantly contribute to green mobility in numerous ways. - Requirements of lesser or No transport to move documents which is cost savings and lesser fuel consumption. - As Information is digitally available there can be decreased need for mandatory physical meetings to review information, which can be easily completed virtually. - Enables Digital Transformation: When data is digitally available, it enables organizations to automate business processes and move up in the ladder of Digital Transformation. - Reduction of Office Landscapes: Options for organizations to move to more lighter and smaller offices which are compact and more efficient ??

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Manuel Alejandro Aguirre

| Líder en Gestión Documental | Consultor en Transformación Digital | Optimización de Procesos | Automatización Documental | Análisis de Datos en Power BI | Coordinador de proyectos | Docente |
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Es un gran paso hacia la movilidad ecológica y el trabajo remoto, permitiendo a las empresas adaptarse a las demandas actuales de sostenibilidad y flexibilidad laboral. Al convertir documentos en papel en archivos digitales accesibles desde cualquier lugar, no solo se facilita el trabajo remoto, sino que también se minimizan las huellas de carbono asociadas con el transporte físico de documentos. Además, este enfoque mejora la seguridad y privacidad, reduciendo los riesgos vinculados al manejo físico de documentos. Es una estrategia que no solo ahorra tiempo y recursos, sino que también alinea las operaciones con un futuro más sostenible.

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4 Compliance and reporting

A fourth benefit of document scanning and OCR is that you can enhance your compliance and reporting capabilities. Paper documents are hard to track, organize, and audit. They can also be misplaced, damaged, or destroyed, leading to legal or regulatory issues. By scanning your paper documents and using OCR to index and classify them, you can create digital archives that are easy to search, retrieve, and update. You can also use OCR to extract relevant data and information from your documents, and generate reports, charts, or graphs that show your environmental performance and impact.

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Shaun Turner

Digital transformation expert helping organisations thrive through the effective use of technology. DMS & Workflow Artist | AI optimist | Data Nerd | Lean Start-up Ninja | Automation Evangelist | Futurist
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One of the great benefits of accurately reading, digitising, indexing and storing documents is that every part (depending on your DMS solution) of that document, including its workflow history, access history and change history is available as transactional data. This helps bring not only the document itself to life but, with the judicious use of dashboards (either off the shelf or bespoke), an organisation can gain far greater insight into a meta-narrative of the silo in which that document exists and the wider data eco-system within the DMS. Taking all of this data one step up you move from data to understanding, to knowledge, to insight, and ultimately, to wisdom which can applied strategically.

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Anjaiah Thadishetty

| CIPM-IAPP | CIP-AIIM | Unlocking the Power of Data | Information Management Professional at Iron Mountain
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Scanning Initiatives assists organizations to streamline their Processes, ensure document integrity and greatly improve information accessibility. ?? - When data is digitally available, Organizations have greater control to classify, search and setup policies. Reduced risks or chances of loss of information are some added benefits. - Enables your ability to align with regulatory requirements of document retention as per your country.?? - Enhanced Document Security: you can setup advanced access permissions and encryption and authentication mechanisms to ensure compliance is managed based on your functional requirements. Greatly helps organizations in meeting compliance needs of data protection regulations such as GDPR, HIPAA etc.????

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Manuel Alejandro Aguirre

| Líder en Gestión Documental | Consultor en Transformación Digital | Optimización de Procesos | Automatización Documental | Análisis de Datos en Power BI | Coordinador de proyectos | Docente |
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El uso adecuado de los datos capturados de forma automática a través de escaneo y OCR es fundamental para optimizar la gestión documental y asegurar el cumplimiento normativo. Estos procesos permiten una organización precisa y accesible de la información, facilitando su seguimiento y auditoría. Además, la capacidad de extraer y analizar datos clave ayuda en la generación de informes detallados, lo que no solo mejora la transparencia y eficiencia, sino que también minimiza los riesgos asociados a la pérdida o deterioro de documentos físicos, fortaleciendo la capacidad de respuesta ante requerimientos legales.

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5 Social responsibility

A fifth benefit of document scanning and OCR is that you can demonstrate your social responsibility and reputation. Paper documents are not only harmful to the environment, but also to your customers, employees, and stakeholders. They can cause health problems, such as allergies, infections, or injuries, due to dust, mold, or sharp edges. They can also reduce your productivity, efficiency, and quality, due to human errors, delays, or miscommunication. By scanning your paper documents and using OCR to improve your document management, you can show that you care about the environment, your people, and your values. You can also attract more customers, employees, and investors who share your vision and goals.

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Anjaiah Thadishetty

| CIPM-IAPP | CIP-AIIM | Unlocking the Power of Data | Information Management Professional at Iron Mountain
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Organizations can be socially responsible by : ??Choosing Sustainable technologies: Such as Document Management systems and technologies which will help them be energy friendly and paperless. ??Implement Green Policies: Reduction of paper and electricity usage As organizations grow efficient in their business processes and being more collaborative in Information management, These initiatives also assist them to conduct CSR programs and partner with sustainable suppliers who have aligned goals on ESG activities. ??

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6 Cost savings

A sixth benefit of document scanning and OCR is that you can achieve significant cost savings in the long run. Paper documents are expensive to produce, store, maintain, and dispose. They also incur hidden costs, such as printing, copying, faxing, mailing, filing, and shredding. By scanning your paper documents and using OCR to digitize them, you can eliminate or reduce these costs, and invest in more profitable and sustainable activities. You can also leverage the data and insights from your digital documents to optimize your processes, workflows, and decisions.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Manuel Alejandro Aguirre

| Líder en Gestión Documental | Consultor en Transformación Digital | Optimización de Procesos | Automatización Documental | Análisis de Datos en Power BI | Coordinador de proyectos | Docente |
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Automatizar la captura de datos a través de herramientas como el escaneo de documentos y el OCR no solo optimiza los procesos, sino que también mejora la calidad y precisión de la información. Al eliminar la entrada manual de datos, se reducen los errores humanos, lo que fortalece la confiabilidad de los registros. Además, esta transición a procesos automatizados permite un uso más eficiente de los recursos, disminuyendo la dependencia del papel y reduciendo el impacto ambiental. Al capturar datos de manera automatizada, las empresas no solo ahorran tiempo y costos, sino que también contribuyen a un modelo de negocio más sostenible y eficiente.

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How do you evaluate the environmental impact or benefits of document scanning and OCR?

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1 Paper reduction

2 Energy efficiency

3 Green mobility

4 Compliance and reporting

5 Social responsibility

6 Cost savings

7 Here’s what else to consider

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