Numerous organizations, regardless of the size or industry, use and create an enormous volume of both paper and imaged documents every day. However, keeping track and maintaining all the important documents is not an easy task. Every organization faces the common problem of hunting the latest technology and tools to organize, manage, and analyze documents. Georgia-based Docufree is a document management and business process automation company that helps organizations easily capture, convert, and categorize critical information and securely deliver it across enterprises. “Every day, organizations are overwhelmed by their broken document processes; we are changing how businesses view their documents,” says Brad Jenkins, CEO, Docufree. “We provide assistance to clients with office services, scanning, document storage and retrieval, or automation with workflow. We radically transform an organization’s documents into actionable electronic transactions.”
Docufree’s Path to Paperless solution combines document scanning, secure document cloud and digital mailroom services that allow organizations to get rid of their boxes, file cabinets and stop the use of paper at the source. A wide array of scanning services is included in Docufree’s basic package, where the company provides boxes for clients’ documents and then picks them up, and securely transports or ships them. Pricing is based on these boxes full of paper, so customers know upfront exactly how much their scanning project is going to cost. Once the paper files arrive, they are organized and prepared for scanning, staples/paperclips are removed, post-its are secured, and over- or odd-sized papers are hand prepared. After being indexed, scanned, and converted to searchable text (OCR scanning), the electronic files are put into an online cloud account which is free for the first year.
We provides assistance to clients with office services, scanning, document storage and retrieval, or automation with workflow
If clients prefer, their files can be sent to them on CD-ROM or DVD. Once Docufree has performed several quality control comparisons to the original documents and customers have verified the accuracy of the scanning, the paper files are securely shredded or returned to the clients.
In addition to its basic services, Docufree offers many scanning-service options. The company can scan clients’ handwritten documents and turn them into searchable text (ICR). It can also scan documents on site if customers are not allowed to send regulated paperwork outside their facility. If needed, Docufree can store an organization’s paper files in one of its climate-controlled warehouses, and if a firm is looking for an ongoing paperless process, they can redirect their mail to Docufree’s facilities and have it scanned as it arrives. Docufree will then route the electronic files to the attention of the appropriate department.
In an example, Seventy Seven Energy—offering drilling, pressure-pumping, oilfield rental tools and trucking services—had spun-off from its parent company and wanted to move almost 230,000 documents to digital format within a fixed time-frame. They selected Docufree who took the electronic files from the old parent company and defined the mapping needed to put the right data into the right file within the client’s ADP Document Cloud application. The Docufree platform applied Seventy Seven Energy’s business rules to auto-classify each document into the proper document category and subcategory, instantly routing the data and images to the proper location.
For the days to come, the company aims at transforming paper into text-searchable digital images for their customers. They want to make the path to paperless easier—instead of dealing with file cabinets or off-site storage, clients’ documents can be filed digitally to a DVD, SFTP or online.