Network scanning is one of the most powerful features of
today's multifunctional devices Scanning is often described
as an under-used feature of office multifunctional devices
(MFPs), but evidence suggests that scanning on an MFP has
become so straightforward that it is gradually becoming the
normal way to distribute documents within company offices
and departments.
As with most situations where the purpose of new technology
is not fully understood without first-hand practice, there
is always the fear of the new. However once people have
worked out how to scan they can go to any machine, scan a
document and send it over the office network. This appears
to be happening organically in many company offices these
days.
Using the scan-to-email function to distribute documents
both internally and externally has many benefits over and
above lower fax and courier costs,
In a situation, for example, when a department receives say
1,000 orders every week, many of which will be paper-based,
by scanning incoming orders on multifunctional device and
routing them as email attachments directly to a PC, huge
differences over paper copying can be achieved.. By having
the multifunctional device LDAP compatible, it will connect
to the company email server, enabling staff to select the
right email address from the MFP control panel. This
process doesn't just save time, it also automatically
creates an electronic copy of every order.
Of course it is then also possible to distribute documents
externally. Instead of faxing paperwork to customers, it
becomes easier to scan and email them as part of an
efficient workflow. Two additional bonuses accrue: 1) the
image quality of scanned documents is much better than a
fax and 2) because the scans are sent over the internet,
fax costs are zero.
A basic scan-to-folder or scan-to-email capability is all
that many businesses will need. However, these applications
barely begin to cover all that can be achieved with a
scan-enabled MFP.
Additional benefits come when businesses use MFPs: to
capture knowledge contained in an organisation but not
often used simply because it is not easily or readily
accessible. In the network scanning environment, a document
management system makes such issues less problematic. Also
there is the benefit of reduced paperwork cluttering up
in-trays and getting mislaid or ignored.
In addition, today's MFPs have facilities to enable allow
developers to create bespoke scanning applications and thus
integrate the MFD scanning function into other software
packages. This enables companies to make full use of their
investment in network-enabled multifunctional systems.
----------------------------------------------------
Jimi St. Pierre writes for several Office Equipment
suppliers in the UK, including Principal Corporation, where
you can find out more about document management software on
their comprehensive office equipment website at: =>
http://www.principalcorp.co.uk
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