On Demand and on the money
Damian Pevy shares why Scan on Demand is a great option for cost effective digitisation
Why smarter scanning isn’t just faster it’s a better way to work.
Let’s be honest document scanning hasn’t always been the most exciting part of digital transformation. For years, it’s been a necessary chore: stacks of paper, slow machines, a lot of manual checking, and plenty of room for error. Necessary, yes. Seamless? Not exactly.
But that’s changing.
In 2025, scanning isn’t what it used to be. Advances in artificial intelligence (AI) have quietly transformed the process into something faster, more accurate, and genuinely useful. For any organisation still dealing with a backlog of paper whether you’re in healthcare, finance, legal services, the public sector, or elsewhere AI powered scanning is fast becoming essential.
One of the first things people notice is the speed. Traditional scanning workflows often involved someone feeding documents manually, naming files by hand, and checking everything had gone through correctly. It was labour intensive and often slow especially when the volume of documents was high.
AI powered scanning removes most of those bottlenecks. It can process thousands of pages in far less time, automatically recognising document types, sorting them, and applying metadata as it goes.
It’s not just quicker at getting documents into the system it removes the clunky admin that used to surround it.
Older scanning systems weren’t exactly foolproof. Misread characters, missing pages, duplicated scans these were common problems, especially with low quality originals or handwritten text.
AI scanning systems today use advanced optical character recognition (OCR) combined with machine learning to read and interpret text far more accurately. They can spot layout patterns, detect anomalies, and even learn from previous corrections to improve over time.
The result? Fewer mistakes, less rework, and much greater confidence in your digital archive.
At OASIS Group, we’ve seen organisations reduce their error rates by over 80% simply by switching to intelligent scanning workflows especially when integrated with our secure document management systems and EDRMS platforms like FileSmart.
If your organisation is subject to regulations GDPR, ISO 27001, industry specific rules you’ll know that keeping on top of record-keeping requirements is no small task.
One of the biggest advantages of AI powered scanning is how well it supports compliance from the moment a document is digitised.
These systems can automatically apply retention periods, add metadata, classify sensitive data, and set access restrictions without needing someone to do it manually.
That’s not just convenient it’s a safeguard. It reduces your exposure to human error and ensures your digital records are compliant and audit-ready from day one.
When paired with an EDRMS like FileSmart, which builds on SharePoint to add robust governance features, you get a full end-to-end solution: scan, classify, store, and dispose all in line with regulatory expectations.
There’s a perception that upgrading to AI based scanning is expensive. And yes, there’s an upfront investment. But when you look at the wider picture, the savings become very clear very quickly.
Things to consider:
With AI powered scanning, you reduce all of these. You free up staff time, reduce reliance on physical archives, and reduce the risk of costly compliance failures.
Many organisations we work with at OASIS see their return on investment within the first year some within a matter of months.
Modern scanning systems don’t operate in isolation they’re designed to integrate seamlessly with your existing systems and workflows.
Whether you’re using Microsoft 365, SharePoint, or a dedicated electronic document and records management system like FileSmart, AI scanning solutions can plug directly into your setup. Scanned documents become immediately searchable, automatically filed, and ready to be used within your normal working environment.
That’s one of the key differences in 2025. It’s not just about storing digital copies it’s about making them active. Used, tracked, audited, and part of a governed information lifecycle.
And with OASIS Group’s scan on demand services, you don’t have to digitise everything at once. We help clients prioritise based on risk, access needs, or compliance requirements scanning what you need now, and safely storing the rest until you do.
For years, document scanning has been treated as a background process a tick box task on the way to digital transformation. But with AI, that’s changed.
AI powered scanning is faster, more accurate, and built for the way today’s organisations need to operate securely, compliantly, and efficiently.
It’s not about removing people from the process. It’s about giving them better tools, saving time, and reducing avoidable risks.
At OASIS Group, we’re helping clients move to smarter, AI enabled document workflows from secure scanning services to intelligent EDRMS platforms like FileSmart.
If you’re looking to modernise how your organisation handles records, we’d be happy to show you what’s possible.
