Paper-based documents continue to challenge businesses around the world, consuming their budgets, time and office space. And with no end in sight to the growth in corporate data, every organisation is searching for a better way to manage information.
While still believed to be a critical component of virtually every industry, paper-based documents are costly and time-consuming to send, share and store. Hard copies clutter up our files, drawers and desktops. The implementation of a streamlined digital workflow enables more effective document management of:
- Invoices and Purchase Orders
- Forms
- Applications
- Reports
- Resumes
- Account Statements
- Reference Document
- Data Sheets
Today, digital technology can be used to capture hardcopy documents and transform them into electronic files that can be distributed immediately, stored inexpensively, and conveniently managed and accessed. For businesses that implement such powerful solutions, the result is a more efficient workflow comprised of enhanced processes, more productive end-users and decreased expenses.
As a leading provider of digital document management products and services, IKON offers a suite of Electronic Document Workflow solutions targeting companies’ capture distribution and archival/retrieval needs. Our Professional Services organisation will combine their extensive document workflow experience with a range of best-in-class hardware and software to provide businesses with the ability to:
- Recognise/reduce document costs
- Increase communication effectiveness
- Enhance production/distribution
- Streamline file storage
- Automate manual tasks
1. Document Capture and Delivery
2. Electronic Document Management
1. Document Capture and Delivery
Leveraging a workflow built upon digital files decreases delivery expenses and speeds distribution. By sending paper-based documents electronically, businesses can minimise fax, overnight shipping, and mail charges. The bottom line is improved communications with your customers and suppliers—at a reduced cost.
IKON’s Document Capture and Delivery solutions, integrate with the scanning components of multifunction devices (MFDs) from industry-leading manufacturers. The system enables users to capture colour or black-and-white paper documents and preview the digital files as thumbnails or full-page images in PDF, TIFF, JPG or PNG format on a large, touch-screen interface. Edits and annotations can be made at the device, then documents can be sent to multiple sources:
- Instantaneous delivery via email, FTP or fax
- Output to networked MFD's
- Automatic entry into online document repositories
In addition, IKON’s Professional Services team can perform custom scripting for an enterprise document management solution that involves capture, distribution, storage and retrieval for specific line-of-business applications.
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2. Electronic Document Management
An effective Electronic Document Management solution reduces physical storage space and cost requirements, and provides quick and convenient file storing and sharing. In addition, improved control over corporate information helps prevent lost or misfiled data, while 24/7 online access accommodates remote user needs.
IKON’s Professional Services team builds and implements Electronic Document Management systems to handle routine workflow, specific applications and/or unique business needs. These powerful digital solutions offer:
- Scanned, faxed or native application file storage
- Instant access to mission-critical documents
- Administrator-defined access and security
- Pre-defined or ad-hoc search capabilities
- Viewing and management of 200+ industry-standard file formats
- LAN, WAN, Internet/intranet, e-mail, fax or CD sharing
- Scalability to grow with business needs
Documents can be brought into an EDM solution from multiple sources, including IKON DocSend, fax machines, importing and scanning. Once inside the system, files can be annotated and organised according to business problem, fiscal year, departmental project or other user-defined criteria, in Windows-like file folder hierarchies. Document access privileges can be established at various levels, and searching is available via advanced queries or browsing. Retrieved files can be edited (with version control) and re-stored, as well as distributed via network, email, fax or CD.
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