Would you buy a car and only drive it in first gear?

You are currently viewing Would you buy a car and only drive it in first gear?

Most people wouldn’t buy a car and only drive it in first gear so why buy a photocopier just to copy and print? The copier/printer is the “terminal” which is either the end or start point of a document (piece of information) being created electronically and printed or a piece of paper being captured electronically and digitised.

We work with businesses to understand what documents they create, where they are going, how it is stored, who is sharing this information (mobile workers etc), how can the client make sure it’s safe & secure or make sure they know if someone has printed, copied or scanned sensitive documents, manage version control and improve overall document efficiency.

We then look at what documents a company might receive – either in hard copy or electronically.

If it’s electronic documents via email- you can have “watch folders” which will automatically search for, open, and extract precise data and drop it into other frequently used business software i.e. accounting systems, electronic document management, CRM databases. 

If it’s hard copy – is it scanned and saved somewhere? Is the data “read” and searchable? What if we could extract data from that document at scan source and drop it straight into accounting processes, or document management system & software or create a workflow to automatically send it to the right recipient – helping to reduce touchpoints and speed up internal processes, as well as eliminating the human error risk.

Does a hard copy document need to be redacted to remove sensitive or personal data? Do you need to compare two versions of a lengthy contract in paper format (or electronic) to ensure nothing has been changed before countersigning?

  • You can scan documents and convert straight into Excel, Word, etc and edit them.
  • You can combine documents from multiple programmes Word, Excel, PowerPoint, JPEG’s, pictures etc into one document and send as a single PDF – encrypted if you choose.
  • You can create hidden watermarks which are shown if someone copies the original
  • You can embed data, to show who printed something with a date and time stamp and on which device they have printed it.

If someone tries to print or scan something they shouldn’t – you can either restrict (quarantine) the document or have it flagged and send an alert to HR/Manager noting that person has printed it, the security side is becoming increasingly important to most businesses.

We’ve highlighted some of the document handling but there is so much more than can be done – utilising the “copier” as the vehicle to achieve most of this, it really depends what sector a business is and what is important to them.

The aim is to save time & money and by improving how documents are processed in a company, increasing overall efficiency and ROI.

If you’d like to know how to get your device from first gear to top gear please get in touch with one of the team! 

Leave a Reply

I accept the Privacy Policy