While most people understand that their multifunction printer offers scanning capabilities, they don’t use the machine to its fullest potential. Scanning can do wonders to improve your business processes; here are four benefits that you can realize from using the scanner in your workplace:
- Scanning to Email – Save your employees the hassle of waiting around for fax confirmations to ensure that a document has gotten into the right person’s hands. Instead, you can use the scanner to route PDFs directly to a recipient’s email address.
- Scan to Folder or Network Drive – While most employees understand that they can scan a document to a specific email address, they don’t realize that they can also scan a document to a specified folder or network drive. Doing this allows for documents to be immediately available for viewing and a back-up copy of the document will also be stored on the network drive.
- Automation – This is probably the least understood scanning capability, therefore making it the most underutilized. Most quality scanners offer optical character recognition (OCR), which converts scanned text into editable text. This essentially makes data entry obsolete as employees can easily copy, paste and edit the scanned document to make it extremely easy to index, file and securely store.
- Improved Workflow – It’s common practice in most offices for documents to be passed back and forth. For processes that are particularly paper intensive (Human Resources for example), scanning can give employees instant access to digital versions of the documents that they need, and key personnel can monitor the progress of the workflow.
Your multifunction printer can offer much more than just printing and copying. Taking advantage of all of the scanning capabilities that this type of technology offers can make your work environment much more streamlined and productive.
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