Most organizations still rely on printing to run their business. However, firms are starting to increase their digital transformation projects. They are moving business processes from paper-based manual workflows to digital, data-driven workflows. This makes the power of the scanning function on your Multi-function Device (MFD) valuable. 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. Following are ways scanning can be used to intelligently capture information from paper documents.

Email From Your MFD Instead Of Your PC

The process would be so simple, instead of having to scan to the PC and search for a file and use it as an attachment on your PC email, you could use the MFD to scan and immediately send it via email. Have an MFD address book for often used addresses or just enter the email address and send.

Benefits Of Collaboration Application For Businesses

Make sure the scanned files get sent to the right place. You can scan hard copies and send those files right from the MFD to local or network folders.

Key benefits of collaboration apps include: 

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

Or they can also go directly to cloud services like Dropbox or Google Drive. It can make it easier to find the content and context of the document by scanning and converting a hardcopy document into a searchable PDF.

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 hardcopy into an editable format like Microsoft provides versatility in regard to shared collaboration. Add file names to the scanned file directly from the MFD keyboard.

Integrate With Various Types Of Software From The MFD Scanning Device

An 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 and MFD 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 can let 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 process, improves turnaround time, reduces employee time, and increases the organization’s overall productivity.

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

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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, Hewlett Packard, and Samsung.
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