Scan, Capture, Transform & Route Documents 101

digitize files and prevent being buried by paper filesThe days of having rooms filled with filing cabinets are quickly passing as the majority of offices move to digital document management. Among the benefits of the conversion from paper to digital files, the biggest are time and money: Two things we are all looking to save and create more of!  Digital files can be retrieved within seconds versus a trip to the filing cabinet. There are also costs to storing paper documents, whether it is paying for off-site storage units or associated on-site costs.

Just because your office has switched to digital document management does not mean that there will no longer be any paper in your office. Paper documents are not a thing of the past, so businesses and organizations need effective and efficient ways to integrate paper documents into digital workflows. Konica Minolta has partnered with Nuance to offer eCopy ShareScan integration on its multi-function printers (MFPs) to assist with digital document management. It helps you save time, reduce costs and increase business results through a three-step management process: Scan & capture, transform and route.

Scanning & Capturing Documents

The first step in the digital document management workflow is to scan and capture your paper documents. This is completed using a combination of the scanning feature of your Konica Minolta bizhub MFP and eCopy ShareScan software. The software allows you to scan in color or black and white, both securely through role-based scanning profiles.

Transforming Documents

We begin to see the real power of the software when we get to the transform step in the process. It allows you to process and transform documents in the following ways:

  • Preview your scanned document before progressing.
  • Remove empty pages from documents, change image properties such as size, color and resolution.
  • Convert document file type to PDF, PDF/A, MS Excel, MS Word, JPEG and TIF.
  • Name the file appropriately based on company guidelines.
  • OCR, zonal OCR and bar code functionality can be added to documents for improved sorting, storage and document retrieval.

Routing Documents

Finally, in the routing stage, we choose where we want the document delivered. The options are numerous. The document can be routed to the employee’s desktop or home directory on the network, Windows or Novell network folders, an email address, a fax number, FTP locations, OpenText Fax Server, folder or Webdav destination list, business applications, SQL/Oracle/Access database or Microsoft SharePoint.

Through the advanced management options, your business has the ability to set predefined workflows for different types of documents or user workflows. Using these predefined workflows allows you to easily automate your digital document management and save your employees time.

This is just the tip of the iceberg on the benefits and capabilities of digital document management. Contact us, and we would be happy to help you determine the best digital document workflow solutions for your company.