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Workflow Automation Step #1: Document Scanning | DBS San Diego

Workflow Automation Step #1: Document Scanning

Joe Prazak - Wednesday, February 03, 2016

Workflow Automation Step #1: Document Scanning & CaptureThere has never been more interest in harnessing the power of workflow automation software to streamline workflows, cut costs and create new competitive advantages.

As with any system, the quality of input is critical to the quality of output. With workflow automation, the quality of documents scanned and captured is critical to the effectiveness to the workflow system. Otherwise, it's garbage in, garbage out.

Since just about every copier and MFP under the sun offers document scanning capabilities, it may seem to be a no-brainer to scan whatever you need with the equipment you already have. However, copier and MFP limits mean that, for many with high-volumes, it may be better to use standalone scanners at least for certain types of scanning. So, how do you know what to use and when?

Copier & MFP Document Scanning

The on-ramp to workflow automation begins with your copiers and MFPs and their scanning capability. Whether it's brands like Toshiba, OKI, Lexmark, or HP, you have the following scanning options:

  • Scan to File: scanning to a network folder on your shared drive or to your copier/MFP's hard disk
  • Scan to Email: scanning to an email you enter on the copier/MFP as an attached file
  • Scan to USB: scanning to a USB storage device (stick, thumb drive) that you plug into your copier/MFP

Software needed to achieve the functions above is either built into the copier/MFP or is third-party software like Square 9 GlobalCapture, which offers direct integration with both Toshiba and OKI copiers and MFPs.

Standalone Document Scanners

Don't destroy your copier! We've seen copiers with print output of 300,000 but over 1 million scans. Unless you like paying a lot in maintenance, this is not the way to go.

While convenient, copiers and MFPs are designed to handle light volumes of scanning from low daily duty cycles and scan job limits. If you scan more than 500 documents per day, an investment in a standalone scanner will ensure maximum productivity and lower your copier and MFP maintenance – and total cost of ownership. Your CFO will be thrilled...

From our experience, Fujitsu document scanners are the most economical option for volumes up to 5,000 documents per day. Scanners from Kodak Alaris offer the highest degree of both reliability and speed, leading to the lowest cost of ownership for mid- and high-volume scanning needs.

Not Sure? Get a Recommendation

Put our 42 years of document scanning and workflow automation experience to work for you. Because we're an independent office equipment dealer, we can help you identify the right brand and model of copier and MFP. We can also identify whether a standalone scanner(s) is needed and the right brand and model.

Contact us to learn more about document scanning and workflow automation software

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