Scanning Secrets for Business Success

Many businesses find it difficult to strike a balance between physical documents and the often elusive dream of going paperless. Although both physical documents and digital documents offer their own benefits and drawbacks, one of the primary concerns for businesses is how to bridge these two worlds. At Braden Business Systems, we understand how to make the most of paper and digital documents through scanning, and with decades in the business, we can help guide your company throughout the process.

By implementing scanning solutions, your business can save time and money while bridging the gap between paper and digital files. But, many businesses aren’t aware of all the beneficial features on their Multifunction Printers (MFPs) or dedicated scanners, which can optimize business processes.

Here are several ways you can maximize scanning to improve the efficiency of your workflows:

Scan to email. Scan to email is perhaps one of the most beneficial features of scanning technology. When it comes to streamlining your document systems and getting the most out of your imaging equipment, remember that your device allows you to scan a document and attach it to an email. This drastically decreases the time you would normally spend on the task, and it better utilizes your equipment. Scan to email is vital to most business’s workflows.

Scan to file. Scan to file is similar to scan to email, except it is more often used for in-house purposes. Using scan to file, your document will land in the exact folder for which it was intended. The document can even be sent to user’s desktop. Scan to file can maximize many areas of your business, and it can help you take a step toward going paperless.

Scan utilizing OCR. OCR, or Optical Character Recognition, is technology that converts physical documents into editable and searchable formats. One useful example is converting a scanned document—like a letter or book page—to a Microsoft Word document, so that you can make changes without having to painstakingly transcribe its content word for word.

Scan to Electronic Document Management. Electronic Document Management Systems (EDMS) allow users to index their documents using the system’s user-friendly interface. This means that documents can be directly sent to multiple sources, while remaining secure throughout the process.

Scan to file formats. Documents can often be scanned to various file formats. In other words, that piece of paper in your hand could quickly transform into an eye-pleasing PDF or a high-quality JPEG. Depending on the specific requirements, different file extensions offer different benefits.

Scan with the right equipment. If scanning is an important part of your business’s daily activities, you will likely need a high-volume scanner with an Automatic Document Feeder, or ADF. If your business requires the scanning of both sides of a document, then a duplex scanner will be perfect. Flatbed scanners allow you to scan things like books, and even jewelry and flowers. Making sure you have the right scanner for your business needs allows you to complete tasks and projects in less time.

At Braden Business Systems, we understand exactly how the world of scanning can open up new doors for Indiana’s businesses. Contact us today to learn more!