As a general benchmark, companies should have on average between 15% and 45% of year-over-year growth. With that growth, more information will be coming to the organization. Using the scan function on your digital copier or MFD is a key part of efficiently managing this growth.

Most organizations still rely on printing to run their business. However, firms are starting to increase their digital transformation projects. This transition from paper-based manual workflows to digital, data-driven workflows makes the power of the scanning function on your multi-function device powerful and valuable.

The following are ways scanning is used to intelligently capture information from paper documents.

Email From Your MFD Instead Of Your PC

Take out the middleman. Instead of loading files onto your computer just to turn around and attach them to emails, send the file straight from your MFD. Have an MFD address book for often-used addresses or just enter the email address and send. It couldn’t be easier!

Make the Most of Collaboration

Make sure the scanned files get sent to the right place. Scan hard copies and send those files right from the MFD to local or network folders. You could also scan directly to cloud services like Dropbox or Google Drive. This makes it easier to find the content and context of the document by scanning and converting a hard-copy document into a searchable PDF.

Cooperation apps like Microsoft Teams or Dropbox enable employees to work together faster and smarter. Scanning documents to these apps make it possible.

Key benefits of collaboration apps include: 

  • Easier communication.
  • Making the budget go further.
  • Accessing information.
  • Being environmentally effective.
  • Better decision-making.
  • Increasing employee satisfaction.
  • Optimized workflow

Use The Optical Character Recognition Software Of The MFD To Make It Easier To Find The Content

Optical character recognition (OCR) lets you turn scanned images into text so you can turn paper-based documents into editable, searchable, digital documents. This can help reduce the amount of physical space required to store documents and can dramatically improve workflows involving those documents.

Converting the scanned hard copy into an editable format like a Word document provides versatility in shared collaboration. You can even add file names to the scanned file directly from the MFD keyboard.

MFD Scanning and API Integration

An API, or application programming interface, is a connection between device programs. It is a type of software interface offering a service to other pieces of software. A document or standard that describes how to build or use such a connection or interface is called an API specification.

Using APIs an MFDs scan function can be integrated with various types of software like accounts payable, accounts receivable, and HR management.

Setting up a one-touch button on the MFD’s operator panel lets users scan OCR and required metadata to send the file for review, approval, and payment steps. This process increases the accuracy of the data going into the business, improves turnaround time, reduces employee time, and increases the organization’s overall productivity.

Are You Making the Most of your MFDs Scan Function?

Digital scanning solutions help companies say goodbye to filing cabinets and document storage rooms, maximizing office space, and making it more organized. Also, finding a document becomes very quick and easy, thus saving a significant amount of time.

Could your business benefit from a new MFD? Let the Specialists at Waltz Business Solution proved you with a free assessment of your document management systems!

Contact Us (859-814-2200) for More Information!
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About Waltz Business Solutions

“If your document haltz… Call Waltz!” Waltz Business Solutions offers copying, printing, faxing, and document storage solutions from the best in the industry – Kyocera, Epson, and Hewlett-Packard.
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