Unlocking the Power of Your Multi-Function Device’s Scan Function
For businesses aiming to thrive in today’s competitive landscape, growth is the name of the game. On average, companies should target a year-over-year growth rate ranging from 15% to 45%. As your organization grows, managing the influx of information becomes increasingly crucial. One key tool for efficiently handling this growth is the scan function on your digital copier or Multi-Function Device (MFD).
Traditionally, businesses heavily relied on paper-based processes. However, manual processes are slow, for your employees, your customers, and your growth. This shift from manual, paper-driven workflows to data-driven digital processes amplifies the significance of your MFD’s scanning capabilities.
So, for businesses looking to speed up their workflows, the scan function on your copier or MFD is an unsung hero. Here’s how scanning intelligently capture information from paper documents and empower your business:
Streamline Email Workflow
Eliminate unnecessary steps in your workflow. Rather than first transferring files to your computer and then attaching them to emails, send the document directly from your MFD. You can create an MFD address book for frequently used contacts or simply enter the email address and hit send. It’s a seamless and time-saving process.
Ensure that scanned documents are promptly directed to the right destination. Scan hard copies and send them directly from your MFD to local or network folders. Additionally, you can scan directly to popular cloud services like Dropbox or Google Drive. This simplifies the process of locating and understanding the content within the document, as scanned hard copies are converted into searchable PDFs.
Collaboration tools such as Microsoft Teams or Dropbox facilitate efficient teamwork. Scanning documents directly to these applications empowers your employees to collaborate faster and smarter.
Key benefits of collaboration apps include improved communication, cost-effectiveness, enhanced information accessibility, environmental friendliness, better decision-making, increased employee satisfaction, and optimized workflows.
Harness Optical Character Recognition (OCR)
Leverage Optical Character Recognition (OCR) software integrated into your MFD to transform scanned images into editable, searchable digital documents. This capability reduces the physical storage space required for documents and significantly streamlines document-related workflows.
Converting scanned hard copies into editable formats like Word documents offers versatility in collaborative work. You can even assign file names directly from the MFD keyboard, further enhancing organization and accessibility.
MFD Scanning and API Integration
APIs, or application programming interfaces, facilitate seamless communication between software applications. They provide a bridge for different pieces of software to exchange information. Integration of your MFD’s scan function with various software systems, such as accounts payable, accounts receivable, and HR management, is made possible through APIs.
By configuring a one-touch button on the MFD’s operator panel, users can scan documents with OCR and essential metadata, sending the file for review, approval, and payment processes. This streamlined approach enhances data accuracy, accelerates processes, reduces employee workload, and boosts overall organizational productivity.
Are You Maximizing Your MFD’s Scan Function?
Digital scanning solutions empower businesses to bid farewell to bulky filing cabinets and document storage rooms. Office space is maximized, and organization levels are elevated. Document retrieval becomes swift and hassle-free, saving valuable time.
Is your business making the most of your Multi-Function Device’s scan function? Consider whether your organization could benefit from a new MFD, and reach out to the specialists at Waltz Business Solutions for a free assessment of your document management systems.