Technology has changed the playing field for businesses in every industry. Often, business owners overlook some of the tools they already have in the office. Your digital multifunction printer is at the top of that list! Many users have no idea about the capabilities of their MFPs. Fully leveraged, your MFP can create seamless productivity between the constant flow of paper through your office and digital information through both the printer and scanner functions.
Today’s scanners are much more advanced and can be used in a number of ways to increase productivity, streamline workflow and free up employees for mission critical tasks. With the development of optical character recognition (OCR) software, scanners can now convert documents into editable and searchable text. Information can be easily transferred to a digital format that can be manipulated, searched, shared and stored. Here are several ways that using your scanner’s capabilities can improve your business.
1. Scan to email – Documents can be scanned, converted to pdf files and emailed directly, eliminating the wait for fax confirmation or multi-step processes for delivery.
2. Scan to folder/network drive – Information can be scanned directly to a folder on your desktop, or to your network drive allowing other employees instant access to critical information. Documents can be shared, edited and automatically backed-up.
3. Automating tasks – This is the most underutilized function for most MFP users. OCR technology can convert scanned text into editable text. As a result, documents can be named and indexed. This named data can be used by other business applications like Excel. Actions can be triggered automatically, for example, payments received can be automatically credited to the correct client account.
4. Workflow – Scanners can be effectively used to direct documents into your office workflow process. Accounts payable, order fulfillment, and HR processes are examples of paper intensive tasks that can be streamlined. Once digitized, documents are easily shared among employees and can be easily monitored by management.
Your MFP is so much more than just a printer and copier. With scanning, you can streamline paper loads throughout your operation by digitizing critical information. This data can then be shared, routed and automated to improve workflow, free expensive employee time, and increase worker productivity effectively eliminating paper trails and allowing your business to work smarter!