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Why image repositories are essential in automating document management

Companies of all sizes handle a huge range of internal and external documents, from forms and invoices to contracts, spreadsheets, reports and much more. These exist in both physical and digital formats, creating ongoing challenges with organization, security and accessibility.

For years, businesses have relied on traditional document storage methods to handle their array of documents, such as:  

  • Local hard drives for storing communications
  • Paper-based filing systems
  • Siloed databases and standalone applications
  • Manual processes for organizing and locating documents 

Over time, these approaches have become increasingly inefficient, creating barriers to productivity, exposing organizations to compliance risks and making it harder to maintain secure, streamlined operations — especially large enterprises. 

It’s a big reason why image repositories have emerged as a transformative solution in document management, infusing automation and modernizing how organizations capture, classify, store, search and access critical information.

What are image repositories?

As the name implies, image repositories are centralized digital storage systems designed to efficiently manage images and scanned documents. Today’s repositories go far beyond basic storage, harnessing the power of automation, AI and metadata to categorize and index files and make it faster and easier to access the right information at the right time.

Modern image repositories reduce reliance on manual processes, improve data accuracy and bolster document security and compliance — with scalability to meet shifting and enterprise-wide demands.

Key benefits of an image repository solution:

  • Centralized storage and scalability – A single, secure repository eliminates silos and supports high document volumes across departments, business units or global locations.
  • Efficient document retrieval and workflow automation – Intelligent indexing, OCR, and metadata tagging are just a few of the ways that image repositories enable fast search and retrieval, while automation capabilities accelerate routing, approvals and other key workflows.
  • Flexibility and customization – Enterprises have unique needs. Image repositories allow customized workflows, e.g., designated queues for different users. They can be tailored around specific document types, processes and compliance needs to support a wide range of use cases across industries. Best-in-class systems allow on-the-fly modifications through admin tools.
  • Multichannel document ingestion – Companies have multiple ways to upload documents, for example: 
    • Direct uploads via web portals
    • Automated FTP transfers
    • Traditional mail scanning services
    • Bulk file conversions (e.g., healthcare payers onboarding new customers)

    With a modern image repository, documents can be captured from multiple sources — including paper, scanners, web portals, internal networks, email, mobile — for versatile document management capabilities.

  • Advanced reporting and analytics – Next-generation repositories offer robust data analytics and reporting capabilities, enabling quick insights into document usage, access patterns and workflows to drive informed decision-making and continuous improvements.

    Through dynamic reporting tools, organizations can generate detailed reports on metrics such as mail volumes, document types and processing times, and dig further into details through drill-down capabilities. 

  • Security and compliance – Ongoing cyber threats have intensified concerns around document security. The latest breed of image repositories offer role-based access controls, encryption and audit trails, helping safeguard sensitive information and ensure adherence to regulatory requirements.

Evolving past legacy 

Some organizations have held off transitioning from their legacy system, fearing both change and costs. But gradual implementation, clear ROI metrics and modern tools that seamlessly integrate with existing environments, help ensure a smooth transition. 

Putting a modern image repository solution in place sets the stage for unprecedented efficiency, lower operating costs and unleashing the full potential of document management.

Solutions like Conduent’s Workflow Automation Suite, showcase the power of customization, automation and integration. This state-of-the-art web-based content management platform has helped our clients reduce document review time up to 50%.

Learn more on our website about Conduent’s Document Processing Solutions and connect with us to discuss ways we can help your organization work smarter and more efficiently.

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