Does your office feel like it's drowning in paperwork? Are you constantly searching for lost documents, frustrated by inefficient workflows, and tired of overflowing filing cabinets? If so, you're not alone. Your multifunction copier (MFP) can be a powerful tool for staying organized and efficient in your office.
Today's MFPs are far more than just glorified copy machines. They offer a range of features designed to streamline document management, automate workflows and transform your office into a haven of organization. Whether you're an office manager, an HR or finance specialist or part of the operations team, this blog will show you how to leverage your MFP's hidden potential.
Unlock the Power of Copier Scanning
The most fundamental shift comes from embracing copier scanning. Convert your paper documents into digital format to easily access and search for information in one centralized database.
Many multifunction copiers also have built-in optical character recognition (OCR) software. OCR software converts physical text from documents and images into editable digital text files. This provides easy searching within document content, eliminating the need to sift through physical copies manually.
Some copiers can also change scanned documents into editable text, which saves time and effort.
Some real-world examples of scanning success:
- Finance Department: A finance team ditched the file folders and cabinets with MFP scanning. They scan invoices into their accounting system for automated categorization and approval routing. This automated process saves time, reduces manual errors and improves accessibility for the entire team.
- Human Resources (HR) Department: HR is full of paper documents, but scanning is taming its paper tiger. Now, they scan signed contracts, employee onboarding documents and medical records into secure digital folders. This eliminates the need for physical copies and enhances data security. Documents can be retrieved through simple searches instead of shuffling through filing cabinets.
Automate Workflows for Effortless Efficiency
MFPs can also automate repetitive tasks, freeing up valuable time for your team. You can create personalized scan-to-email or scan-to-folder settings. These settings will automatically send documents to the correct people or places. This eliminates the need for manual filing and distribution, saving time and reducing the risk of errors.
Another way to automate workflows is using your multifunction copier's built-in apps or third-party software integrations. Many copiers now offer apps for common business processes, such as expense reporting, invoice processing and contract management. Automating and integrating these tasks with your copier can reduce paperwork, improve accuracy, and speed up approvals.
A real-life example of automating workflows:
- Operations Department: An operations team can utilize scan-to-folders to automatically route safety inspection reports, equipment maintenance records and customer service feedback to designated personnel for review and action. This workflow automation solution improves response times and quickly ensures critical information reaches the correct people.
- Sales Department: A sales team can use its multifunction printer to scan and store customer contracts and agreements in a secure, cloud-based repository. They can set up automated tasks to route new contracts to the legal department for review and approval, streamlining the sales process and ensuring compliance.
Mastering Document Management With Your MFP
One of the best advantages of a multifunction device is its scanning capabilities. When paired with a document management system, you can create a centralized hub for your company's documents. This document bank is a digital, searchable database that eliminates the need for physical searches for important files.
Document management systems also provide enhanced security. Users have access levels that ensure only authorized personnel can view the documents they need to do their work. This security also protects confidential information from prying eyes.
A real-life example of document management:
- Legal Department: A legal team can leverage document management to securely store and manage contracts, litigation documents and intellectual property files. Version control ensures they're always working with the most up-to-date versions, while robust search functionality allows for quick retrieval of specific clauses or keywords.
By using your multifunction copier effectively, you can make your office more organized and efficient. From automated workflows and effortless document management to enhanced security and accessibility, your MFP can be a game-changer for your business. Take some time to explore your MFP's features, integrate them into your everyday workflows and watch productivity soar.
Are you ready to unleash the hidden potential of your MFP? Fraser can help! Our team of document experts works with you to improve your technology setup. We make sure your systems are running smoothly. This helps drive your company towards higher productivity. Schedule an assessment today!