Regular readers will recall that in our last installment on the Preferred Document Solutions blog, The Value of High Capacity Scanning for Successful Small Businesses, we discussed why high capacity scanning is so helpful for businesses overwhelmed with paperwork and how your Xerox MFP can save you a tremendous amount of time.
Of course, there’s still the matter of actually organizing those digitized documents. If that makes your head spin, don’t worry. We also briefly mentioned that tools like the Xerox Intelligent Filer app can automate the entire process of naming, tagging, and categorizing your files, no human effort required.
Today’s blog post is a bit of a follow-up: with a modern MFP you have the ability to scan lots of hard copy documents quickly—here’s how to organize them just as fast (actually, faster).
How the Intelligent Filer App Automates the Organization of Your Scanned Documents
The AI-powered Intelligent Filer app is an incredibly useful tool for any office doing even a moderate amount of scanning. Typically, when you scan a document, you have to manually give it a filename and then choose where to save the digitized file. While this isn’t such a big deal if you only do it once or twice per day, it can become seriously cumbersome when you have to do it a dozen times, two dozen times, or a hundred times.
After an easy initial setup where you provide the Intelligent Filer app with the information it needs to properly organize your files (e.g., do you want the date in the filename? Where do you like to store your client agreements? Where do your design plans go, and how should those be named?), it can do the rest for you. Thanks to AI, the app “knows” where different document types should go, based on the information they contain. It’s actually very cool to see this in practice, and it saves a tremendous amount of time.
Other Great Options for Automating Scanned Document Filenames and Digital Organization
While the Intelligent Filer app is an excellent option for most workplaces, it’s certainly not the only game in town with regard to automating your digital documents. For example, any modern Xerox MFP will more than likely be compatible with your cloud storage provider of choice, such as Dropbox, Google Drive, or Microsoft OneDrive. Your platform may have a built-in “organizer” that you can still use after integrating your Xerox machine with the service you use.
If you don’t have a cloud storage or content management platform yet, but would like to, we suggest looking into Xerox DocuShare Go, a solution that automates file organization and naming for scanned documents among many other desirable features, like secure document sharing and version control. We will likely do a deep-dive on DocuShare Go here on the blog soon, so stay tuned.
Want To Get Your Digital Files Organized Faster After Upgrading to Xerox Technology? Here’s How To Get Started
Whether you’re excited to try out the Intelligent Filer app or you’re considering a comprehensive solution like Xerox DocuShare Go for your broader document management needs, our team is here to help you select the equipment and software that’s perfect for your unique goals and day-to-day needs. Please feel warmly encouraged to contact us or request a free online quote.
