How Document Management Helps You Do More and Spend Less

(From the editor: This article was originally published on Channel Partner Connection.)

Digitizing paper processes can save time and money, enhance collaboration, and even help to improve data security, a leading concern across all verticals. It also paves the way for more advanced document management and automation across the business, and by all accounts, is the future of work.

According to research from global consulting firm McKinsey & Company, “As digitization penetrates more fully…bold, tightly integrated digital strategies will be the biggest differentiator between companies that win and companies that don’t, and the biggest payouts will go to those that initiate digital disruptions.”

It Starts with the Device

The newest fleet of ConnectKey-enabled MFPs change the fundamental nature of the workplace by going beyond base printing, copying, scanning and faxing functions to personalize the way customers work.

ConnectKey Technology® enables one-touch workflows right from the device, so you can scan an invoice, route it to the correct recipient, and store it in the cloud right from their MFP.

Easy, Mobile

The AltaLink^® and VersaLink^® family of products were designed with an easy to use interface that works very much the same way your tablet or smartphone does, helping to alleviate one of the principle pain points of digital transformation – cultural adoption.

Because mobility is a critical component to successful digitization, ConnectKey Technology® has functionalities that make it easy to download, share, print, scan, distribute and even translate documents from anywhere, simply by tapping an app. Its optional Wi-Fi feature pairs with customers’ cloud service to connect the entire team to the MFP via their mobile devices, putting AirPrint, Mopria, Google Cloud Print, and the Xerox® Android Print Service Plug-in right at their fingertips. Google Drive and OneDrive are also pre-installed on VersaLink^® printers and downloadable from the AppGallery on AltaLink® MFPs.

Security

Did you know that 43% of all cyber attacks that occurred in 2015 targeted small businesses? Or that a survey done by Keeper Security and Ponemon Institute found that half of all small businesses in 2016 had experienced a security breach within the past year? Every Xerox®ConnectKey® Technology-enabled device is armed with a holistic four-point approach to security that ensures comprehensive protection for the entire system at all points of vulnerability.

Apps

One of the primary differentiations between Xerox®ConnectKey® Technology-enabled workplace assistants and standard MFPs are the customizable apps that allow you to add, delete, or swap tools as your business changes. There is also the ability to create customized apps and workflows that can completely change the way you work, improving productivity in a way that paper processes can’t possibly match.

Existing apps like Capture Point convert paper into any required format, while Easy Translator lets you translate documents quickly and easily. There are even apps for specific verticals like healthcare, which enable customers to maintain HIPAA compliance and protect patient confidentiality while still sharing patient information quickly and efficiently.

The Role of MPS

But the device itself isn’t enough. MPS software helps bridge the gap between paper and digital.

Bob Palmer, Research Director of IDC writes, “Scanning is the fundamental component of any paper-to-digital conversion strategy. However, businesses need guidance when it comes to designing and implementing an effective scan and workflow solution. Ad hoc scanning has become pervasive in today’s office environment, which in many cases only contributes to the growing list of challenges associated with information management.

Mountains of paper documents are scanned and converted into static digital files that cannot be manipulated, making it virtually impossible to edit or collaborate the way users can interact with hardcopy documents. This can lead to significant drain on worker productivity.”

“The most effective digital conversion solutions should enable users to work with electronic documents in the same manner as they have with paper, with the ability to annotate, collate, and collaborate. The scan/capture solution should leverage OCR technology to create editable, searchable files combined with the intelligence to scan directly into existing document repositories, applications, and document management systems. Combining these capabilities with the advanced features of the smart MFP allows businesses to simplify and automate workflow, while significantly reducing the amount of time and energy spent rekeying or searching for information.”

Driving Real Business Value

Digitization isn’t just about staying on top of emerging trends. It has real business value for everyone. Results from IDC’s Content Workflow Automation Survey showed that organizations who made strides toward digitizing, automating, and optimizing their document workflows:

Reduced the percentage of time spent on document-related tasks each week by 17.2%
Saved an average of 3.1 hours each week on document-related tasks
Experiences a 3% reduction in paper documents
Decreased the time spent looking for and/or recreating lost or misfiled documents by 12.5%
Reduced the costs of storing documents by an average of 41.2%

Better document management is truly a transformative process that can help you work better. A knowledgeable channel partner (like Parmetech!) can alleviate many of the pain points that may have prevented you from making the switch you sorely need – challenges like costs and potential disruption to existing business processes. Designed and implemented properly, intelligent workflow solutions can increase productivity while pushing additional savings to the bottom line.