5 ways to optimize digital information flow with photos and videos

Photographed flipcharts and whiteboards now replace the scribe in many meetings. With smartphones and tablets, high-quality images can be created, distributed and digitally archived directly in the document management system (DMS) in no time at all. Mobile data entry (MDE) devices are also increasingly equipped with a camera function. This opens up many more worthwhile applications for photos or videos created on the move, and for optimizing the digital flow of information:

1. in logistics

While the truck is still at the ramp, the employee in the incoming goods department notices damaged packaging. Using the camera in his MDE device or smartphone, he immediately records the defect. In addition to a battered cardboard box, he can also record obvious defects in the goods or incorrect deliveries. Returns and replacements can be requested immediately - even by back-office staff. But the quick snapshots also help in the case of a flawless shipment: A quickly documented confirmation in the goods receiving department ensures faster posting and thus shortens throughput times.

2. in shipping

Immediately before the goods leave the premises, a quick photo documents: The products now to be loaded are undamaged, complete and correspond to the order. If the delivery arrives at its destination incomplete or damaged, the "evidence photo" makes it clear beyond doubt that the damage occurred during transport. This prevents liability disputes from arising in the first place.

3. in manufacturing

It is also worthwhile in production to record certain production steps in pictures or videos. This makes it easier to track quality and completeness. The audiovisual material also provides the basis for further process optimization. Once production is complete, a photo can be used to document the final state. But that's not all: pictures from production are also helpful in customer communication. For example, they show the customer how far his individual order has been manufactured, thus increasing the anticipation of his desired product.

4. in project management

In complex projects, such as in plant construction, images and videos also help to record the status of certain trades and to record their progress. This applies to individual project phases and even more so to commissioning.

5. at the service

Service technicians in the field are under a lot of pressure: After all, the customer wants his problem solved as quickly as possible. If follow-up work becomes necessary, it is worth describing the current condition with text and images. If the colleague can already see the signs of use, for example, before the work begins, he can prepare himself in a more targeted manner. Of course, before-and-after images also make it easier to record the maintenance work performed.

From the digital file to the digital process

A digital recording alone does not make a digitization. If an employee first has to go to a PC or terminal to upload files, this costs valuable process time. So does copying to a PC, whether it's via swapping an SD card or plugging in a USB cable. Conversely, people in the back office have all the information they need directly available in the digital file - without queries and almost in real time. Even if only seconds or a few minutes are gained per process: Over the course of a day or a week, this can quickly add up to several hours of wasted working time. So for companies that want to exploit the full potential of digitization, it's not just a matter of creating photos as promptly as possible. They should also make sure that they can pass on the images directly from the mobile device to downstream departments. It must also be possible to attach the digital media to the respective orders or other documents.

Digital information flow: saving time and making work easier

Not only does this save employees several steps in the upload process, it also increases the speed and transparency of the process as a whole. The speed and transparency of the process as a whole also increase. Colleagues can react faster and start subsequent activities sooner. This is because they have direct access to the digital document, including all images and videos, and in the case of integrated archiving with a document management system, for years to come.

Source and further information: proALPHA