Pretty much all modern MFDs now offer scan to file and scan to email “out the box” and it won’t surprise anyone to hear that scan volumes in most businesses are growing rapidly. The sophistication with which businesses are managing these scans varies wildly however with almost half of all companies having no established processes or protocols. Here are a few issues and opportunities worth considering:
Unchecked, the email facility on machines is a potential security risk. There is no control on who uses it and no audit trail of what is sent. Ideally staff would need to authenticate at the machine controlling who uses the facility and creating a record of the transaction through integration with outlook exchange.
Documents are typically saved as PDFs or tiffs but sometimes you may wish to convert a PDF to word using optical character recognition (OCR).
For most companies it is important to achieve maximum document compression with minimum degradation.
It is relatively simple for us to create scanning workflows on your machine that enforce a pre-determined file naming protocol ensuring consistency throughout the organisation.
Naming files can be very time consuming either at the point of entry at the device or back at your workstation. This process can be completely or partially automated.
Similarly workflows can automate where documents are sent and perform several tasks in one operation. If for example an expenses claim may need to be sent to a watch file in accounts and emailed to a manager for approval then this can be carried out in one action. In this example the manager maybe able to electronically approve it as part of a workflow.
Manually extracting data from documents is tedious, time consuming and prone to error. We can create systems to extract key data from documents and integrate with your back office systems saving time and improving accuracy.
If you would like to consider these or any other issues around scanning please get in touch for a no obligation discussion.