Optimise processes, minimise risks
The strategic digitalisation of business processes starts with scan management. Although digitisation is progressing, key documents - invoices, applications, contracts - continue to arrive physically at companies. They need to be captured, sorted and forwarded.
This manual process is a well-known bottleneck in document processing. It slows down your value chain and causes specific pain points:
- Susceptibility to errors: Human errors in data entry, filing or manual forwarding are unavoidable. These errors lead to follow-up costs, delayed payments or incorrect archiving.
- Compliance risk: The insecure or uncontrolled storage of sensitive documents jeopardises GDPR compliance and audit security. Missing audit trails for physical documents can lead to serious liability risks in the event of an audit.
- Loss of time: Documents have to be searched for, transported and approved manually. If documents sit on desks for days on end, this reduces the reaction speed of your company.
- Hidden costs for physical archives: Added to this are the often underestimated costs of managing, storing and physically transporting files. You are not only paying for paper, but also for valuable real estate space and the administrative effort involved in the retrieval process.
Scan management is the discipline that controls the transition from physical to digital workflows. It automates capture and ensures that documents are delivered intelligently and securely to their digital destination. In this way, you eliminate the bottleneck directly at the process input.
The Genius Bytes solution - intelligent data capture instead of just scanning
Genius Bytes sees scanning as the starting point for digital workflows. We transform the pure copying process into an intelligent data source.
Our centralised, manufacturer-independent platform divides the scanning process into three automated and secure phases:
- Intelligent capture and authentication: Documents are captured on centralised or decentralised multifunctional devices. The scan job is assigned directly and securely via authentication on the device (e.g. employee ID card, PIN or app). This personal assignment ensures that the audit trail starts immediately and that only authorised users have access to the scanned document.
- Classify Metadata Extraction (OCR): Our software not only reads documents, it understands the context. Using advanced OCR, the system immediately identifies the document type (e.g. incoming invoice, personnel dossier) and extracts the relevant metadata. This classification enables significantly reduced error rates during automatic data capture, which is crucial for subsequent booking processes.
- Automated, dynamic forwarding: The document is correctly fed into the appropriate digital workflow (e.g. ERP system, DMS or archive). Forwarding is dynamic - for example, the invoice amount recognised in the classification step can automatically determine which approval level must start the process. Manual filing, sending emails and searching are completely eliminated.
Our solution is also highly Scalable and future-proof. It grows with your needs and can easily be extended to new locations, branches or the entire company structure.
Your concrete added value: productivity and safety as standard
The implementation of our Scan Managements is a direct investment in the productivity and future viability of your entire company.
- Drastic increase in efficiency: Documents are available Immediately and centrally digital available. Your teams save a significant amount of time as manual searches and physical transport are no longer necessary. The average approval time for critical documents is reduced from days to minutes. The immediate availability of data also improves cross-team collaboration.
- Reduce costs and conserve resources: Through the establishment of paperless workflows and the reduction of physical archives, you sustainably lower material costs. You reduce the consumption of paper and toner, lower the costs for physical document storage and actively contribute to your Sustainability goals with.
- Maximum security and compliance: The entire digital chain from scanning to archiving is seamless, tamper-proof and GDPR-compliant
. - Sustainable relief for the IT department: The entire scanning infrastructure is managed centrally via a single platform (Single point of control). Your IT no longer has to worry about connecting isolated solutions, compatibility problems with different scanner models or local driver conflicts, which significantly reduces complexity and reactive support costs. The IT team can invest the time gained in strategic projects.
Our approach - productivity and safety as standard
The implementation of our Scan Managements is a direct investment in the productivity and future viability of your company.
- Increased efficiency: Documents are immediately and centrally available in digital form. Your teams save a significant amount of time as manual searches and physical transport are no longer necessary. The average approval time for critical documents is reduced from days to minutes.
- Reduce costs and conserve resources: By establishing paperless workflows and reducing physical archives, you sustainably lower material costs. You reduce the consumption of paper and toner, lower the costs for physical document storage and contribute to your sustainability goals.
- Maximum security and compliance: The entire digital chain from scanning to archiving is seamless, tamper-proof and GDPR-compliant.
- Sustainable relief for the IT department: The entire scanning infrastructure is managed centrally via a single platform (single point of control). Your IT no longer has to worry about connecting isolated solutions, compatibility problems with different scanner models or local driver conflicts. This significantly reduces complexity and reactive support costs. The IT team can invest the time gained in strategic projects.
Our approach - combining input and output management
At Genius Bytes, we do not view scanning in isolation, but as part of a holistic process optimisation. Success lies in the intelligent combination of input and output.
Scan management complements our secure, paperless print management to create an end-to-end solution. We transform your document flows from individual analogue processes into a future-proof, digital system. We offer the tools to not only digitise, but to work digitally.
Are you ready to resolve your analogue bottlenecks?
As specialists in intelligent, digital workflows, we support you during implementation. Let's talk without obligation about how we can make your paper-based processes secure, efficient and audit-proof.
