Document imaging is the process by which paper documents are converted into digital documents. Are you sure you’re doing it right?
The way your business handles document imaging can have a major impact on productivity, ease-of-use, collaborative efforts, and much more… throughout your entire office (or offices). In today’s post, we’ll discuss how to do document imaging right with Xerox technology so that you can enjoy the benefits of improved efficiency and reduced costs.
Understanding How an Electronic Document Management System Can Cut Costs for Your Business
In our post What is an Electronic Document Management System? you have the opportunity to learn more about how an EDMS works. What’s important to understand is that a properly implemented EDMS should cut costs for a business in terms of how much must be spent on office resources and it should improve efficiency.
Suppose for a minute that all of your documents were still being kept as hard copy. The big drawback of filing cabinets isn’t necessarily just the space that they consume, but the fact that they take a long time to search through. Even the best-organized hard copy filing system can’t compete with a digital archival system—staff simply need to search for what they need and pull it up within seconds.
How you’re imaging your documents will play a large part in the efficiency of your EDMS. Xerox makes it easy and fast. Let’s explore that.
How to Enjoy Better Cloud Document Storage, Digital Archival, and Automated Digital Filing With Xerox Solutions
You don’t have to get rid of your paper copies when you digitally archive your documents—many businesses choose to keep both. However, searching for those documents becomes much easier, and therefore employee time is able to be spent on more important tasks than digging through filing cabinets. It also means that real-time collaboration is possible on both old and new documents, even if the staff members collaborating are in completely different locations.
One of the biggest concerns businesses have about digital archival is that it’s going to take too long. Xerox eliminates this problem with automated file naming and storage solutions. For example, you can set up your multifunction printer to automatically name store all resumes, invoices, or other documents in the cloud based on a set of predetermined factors (such as invoice numbers, for example). It’s truly a better way to set up your EDMS.
How Else Can Xerox Technology Help Your Business Improve? Let Us Show You at Preferred Document Solutions
If you’re ready to see what a new Xerox multifunction printer or other office technology can do for your business, please feel encouraged to come and visit us at our convenient Colorado Springs location.
If you have any questions about how to set up an EDMS of your own, what kind of equipment would be best for you, or if a managed print service is right for your business, you’re more than welcome to call us at (719) 634-1134. If you already know what kind of upgrades you need, please request a free, no-obligation online quote.
