Digital Transformation in edinburgh

Archive Scanning

In a hybrid world of paper and electronic data, our expertise, robust infrastructure, and secure cloud storage repository are your allies in ensuring prompt access to crucial information. Navigating through paper documents can be a hassle, but not with our Backfile Conversion and Day Forward Scanning programs. Whether it's managing your inbound physical mail or digitising your documents, our experts handle it all in our secure facilities.

Why opt for Workflo Solutions' Archive Scanning?

- Trusted Provider: Count on the same provider you trust with paper documents to manage the entire information lifecycle, seamlessly blending physical and digital information.

- Centralised Access: Streamline your workflow by accessing information centrally, freeing up valuable workspace for enhanced efficiency.

Imagine the time saved, 40% of employees spend nearly half their day searching for paper files. Our streamlined scanning solutions not only save time but also ensure compliance, preventing potential fines that can reach millions of pounds. In a world where 56% of organisations still rely on paper-based contracts and orders, Workflo Solutions paves the way for a digitised future, making your processes smoother and more efficient.

Workflo Solutions excels in Electronic Document Management (EDM) services, providing tailored solutions that revolutionise your document handling processes for enhanced productivity. Our EDM suite integrates advanced features such as indexing, Optical Character Recognition (OCR), and searchable document services, ensuring seamless and efficient document management.

In any workflow, manual data entry can be a bottleneck. It is time-consuming, prone to errors, and lacks scalability. For organisations prioritising productivity, the automation of capturing key data fields from scanned paper, PDFs, and other documents is essential. Our solution incorporates Intelligent Indexing, a powerful tool that swiftly identifies valuable information on a document, converting it into highly structured and usable data.

Utilising machine learning technology, Intelligent Indexing not only automates capture but also improves its speed, accuracy, and reliability with each use. It remembers document structures and indexing corrections, providing an increasingly seamless and efficient experience. The tool's continuous learning is enhanced through feedback from multiple users, including you and your colleagues, making it progressively better and faster over time.

At Workflo Solutions, we take EDM a step further by leveraging OCR technology to index documents and make them cloud-searchable. This additional feature enhances accessibility and retrieval, allowing you to efficiently locate and manage your documents in the cloud environment.

Our EDM services that not only streamline your document processes but also incorporate cutting-edge technologies like OCR and cloud-searchable capabilities. Our solutions are designed for simplicity, readability, and cloud searchability, ensuring a seamless and efficient document management experience.

In the dynamic digital landscape, managing, retaining, and securing the ever- expanding data volume is critical for business success. Workflo Solutions emerges as your trusted partner in modernising your data management strategy with a focus on simplicity and efficiency.

Why Choose Workflo Solutions for Cloud Data Management?

1. Accessibility: Ensure your data is available and accessible whenever your business demands it.

2. Security & Data Protection: Rely on our multiple secure data centres, equipped with advanced network infrastructure and encryption, for robust data protection.

3. Operational Efficiencies: Benefit from automated workflows that guarantee reliable operations for your data in the cloud.

4. Predictable Costs: Take control of your data and budget with our straightforward pricing model, ensuring predictable costs.

Solutions Tailored for Your Needs:

1. Disaster Recovery: Be prepared for any disaster with flexible failover and recovery solutions. Back up and recover your data 24/7, reducing the impact of potential disruptions and keeping emergency IT budgets in check.

2. Cloud Data Backup: Safeguard your valuable data with our cloud data backup solutions, ensuring comprehensive protection and quick recovery. With Workflo Solutions, the journey doesn't end at data backup. We specialise in making your data cloud searchable and easily accessible. Our advanced indexing and OCR technologies ensure that your data is not only securely stored but also efficiently organised for seamless retrieval. Experience the simplicity of cloud data management and backup with Workflo Solutions—your partner in navigating the digital future.

In today's dynamic business landscape, the volume and complexity of organisational data are growing exponentially. We are here to help you bridge the gap between physical and digital information, providing transformative solutions to secure and unlock the true value of your data. Despite living in a digital era, many organisations still rely on manual steps for repetitive tasks, leading to inefficiencies. Teams spend countless hours on tedious data entry, information retrieval, manual email communications, and re-archiving, introducing the potential for errors and complications.

Accelerate with Business Process Automation:

With Workflo Solutions workflow Automation as a key component of your digital transformation journey. By automating tasks such as capturing, indexing, routing, and secure archiving of information across integrated systems, we empower your organisation to:

1. Drive Efficiency: Build configurable, ad-hoc workflows for smarter work environments. Increase capacity and quickly add document management capabilities using existing resources.

2. Remove Risk: Implement rules, logic, and standards to enhance control over business-critical information. Immediately flag exceptions for rapid, focused response, reducing risks and ensuring compliance.

3. Improve Returns: Beyond bottom-line efficiency, leverage enhanced performance for innovative work that contributes to top-line growth, revenue, and profitability.

Workflo Solutions understands the importance of efficient data management in driving innovation and profit. Our transformative solutions streamline processes, eliminate manual inefficiencies, and empower your organisation to make informed decisions in the digital age.

Opportunities for automation abound, particularly in finance, HR, and various operational domains. Our tailored solutions address real-world challenges. Firstly, our Invoice Approval automation simplifies complex workflows. Whether dealing with a paper or digital invoices, we ensure zero manual data entry. By intelligently indexing invoices and routing them based on key variables like cost centres and PO numbers, we seamlessly integrate with leading applications such as SAP, Sage, and Microsoft Dynamics.

Secondly, our Employee Onboarding automation optimises the crucial process of welcoming new team members. Through automated email notifications, data entry into Human Capital Management systems, and streamlined paperwork routing, we enhance efficiency and ensure a positive onboarding experience for employees while facilitating secure archiving.

Lastly, our Records Retention automation provides a comprehensive solution for managing document lifecycles. By automatically applying retention policy information based on document metadata, we enable organisations to dictate storage parameters, flag documents for disposition, and specify stakeholders in the process, ensuring compliance and efficient record management.

At Workflo Solutions, our comprehensive Automated Invoice Processing service integrates digital workflow automation to streamline and optimise the invoice approval process. The process involves intelligent capture and indexing of invoices from various sources, eliminating the need for manual data entry. Our advanced document management system employs machine learning to enhance efficiency over time.

Utilising rules-based automated routing workflows, our system intelligently processes invoices based on key index data, automatically approving routine invoices and initiating specific workflows for unfamiliar vendors or high-value transactions. This customisable automation ensures adherence to business rules, resulting in significant time and cost savings at every stage.

Our feature-complete document management system expedites approvals with minimal exceptions, synchronising approved invoices seamlessly with financial applications such as QuickBooks and Sage. The integration facilitates the export and import of transaction data, ensuring a smooth financial workflow.

The service also emphasises secure and compliant archiving, with invoices stored in the document management software applying retention policies for legal compliance. Our secure archive includes robust access rights and data encryption, safeguarding against tampering, loss, and unauthorised access.

Choosing Workflo Solutions for your invoice processing needs means embracing a streamlined, automated, and secure approach. Our service optimises efficiency, reduces costs, and provides peace of mind throughout the entire lifecycle of your documents.

Workflo Solutions stands as your trusted partner, offering comprehensive Records & Information Management services designed to safeguard and streamline your business's information processes. Our dedicated team of experts prioritises the secure storage of your documents, ensuring they are protected from unauthorised access, environmental threats, and fire hazards. State-of-the-art security systems and advanced fire detection technology are in place at our records centres to guarantee the safety of your valuable information.

In an ever-evolving digital landscape, our commitment extends to providing fast and easy access to your records, even when stored offsite.

Recognising the diverse storage needs of businesses, we take a tailored approach. Every client, regardless of size, benefits from a bespoke solution curated to their unique business needs. Whether dealing with large or small volumes, regular or ad hoc retrievals, individual files, or entire boxes, our solutions are crafted to meet your specific requirements.

Data protection is a critical aspect of our services, and we provide a secure records management system to mitigate risks from fire, pests, floods, or other disasters. This serves as a valuable backup, offering peace of mind and resilience to your organisation in the face of unforeseen challenges.

Our Records & Information management solution not only ensure the security of your records but also help you maximise office space. Whether you operate from a single office or multiple buildings, our solutions contribute to creating an environment where your business can thrive.

Workflo Solutions goes beyond conventional records management by delivering cost-efficient information management that empowers you to save time and costs, allowing your valuable employee hours to be redirected towards more critical core business functions.

With an end-to-end management process tailored to your unique requirements, Workflo Solutions stands out as the preferred choice for reliable, secure, and tailored Records Management services. Optimise your information processes with a partner you can trust.

Workflo Solutions understands the importance of secure document disposal. Our shredding services go beyond conventional methods, ensuring the comprehensive destruction of paper records in a cost-efficient, safe, and compliant manner. Our focus on confidentiality, cost-efficiency, safety, and compliance forms the core of our destruction services, specialising in shredding confidential documents and paper records.

Why choose shredding services?

Traditional office shredders lack security, entail high maintenance costs, and consume significant time. Workflo Solutions offers a cost-effective alternative with outsourced shredding services. Outsourcing shredding makes sense for decluttering your office, saving time and space, protecting sensitive information, ensuring legal compliance, and boosting customer confidence. Our shredding services include recurring shred services for ongoing document destruction and special purge or bulk shredding projects tailored to unique organisational needs. Whether offsite or onsite, Workflo Solutions provides verified destruction services, offering flexibility and customisation for periodic or one-time shredding projects.

At Workflo Solutions, we understand that keeping your organisation's information in check, from creation to disposal, is crucial. That's why we offer a streamlined solution. Picture this: a records retention schedule acting like a guidebook, ensuring your documents are kept just the right amount of time based on regulations relevant to your organisation.

Now, in the age of heightened privacy concerns and strict regulations like the GDPR, it's not just about keeping records but also safeguarding personal data. Our specialists are committed to guiding you through the ever-evolving landscape of retention policy, data protection policy, information compliance, and risk management.

Here's why it matters:

See the Whole Picture: Get a clear view of your organisation's data and what you need to do with it.

Swift Disposal: Say goodbye to unnecessary data clutter by disposing of private information promptly.

Less Risk: Reduce exposure to potential data breaches by staying on top of privacy regulations.

In a nutshell, we simplify the complex world of privacy and retention management, ensuring you comply effortlessly while keeping your data secure.

Traditionally seen as a hurdle, compliance mandates regarding information security and transparency can offer substantial business advantages beyond averting fines and legal battles. As regulations like HIPAA, Sarbanes-Oxley, and GDPR become integral across sectors, poorly equipped teams and unprepared organisations can face challenges. Non-compliance penalties are severe, encompassing costly fines, litigation, and reputational damage.

Compliance doesn't have to be a roadblock; it can be a catalyst for business growth. Embracing standards of control, information transparency, security, and privacy facilitates digital transformation, bringing forth benefits such as:

1. Data Integrity: Compliance ensures robust data integrity, preserving the completeness, accuracy, and security of information.

2. Inherent Productivity: Digitised information, accessible to authorised users without compromise, accelerates processes, enhancing productivity and profitability.

3. Customer Experience: The synergy of data security, user privacy, and information availability creates a positive customer experience, building confidence in the modern digital business.

At Workflo Solutions, we prioritise operating within the framework of all relevant laws and regulations. As a Managed Service Provider, our focus on information security, compliance, integrity, and trust forms the bedrock of our operations.

Upholding responsible and ethical practices with our suppliers, we adhere to external and internal policies, procedures, and standards, safeguarding the information entrusted to us by our clients.

Proudly holding certifications to regulatory standards, including ISO 27001 (Information Security), ISO 9001 (Quality), ISO 14001 (Environment), and Cyber Essentials Plus, we underscore our commitment to maintaining top-tier standards in security, quality, and environmental responsibility. Our Compliance function stands as a beacon of expertise in risk management, governance, business continuity, audit, and comprehensive industry compliance. We go beyond mere adherence; we go the extra mile. From continuously updating procedures to guiding every step, our mission is clear: keep your business secure, compliant, and on a smooth, secure journey. At Workflo Solutions, we're not just here with solutions; we're your dedicated partners in business success.