Multi-function printers/copiers have become a mainstay of many businesses. But when companies rely on them for scanning documents and storing them in a safe, secure and easily accessible document management system, multi-function devices aren’t necessarily the best solution. Replacing those multi-function devices (MFD) isn’t the only option, however. Management can choose, instead, to leverage existing multi-function devices with the addition of full-featured document scanning software.
Planned Document Scanning vs. Real World Execution
If you’re like many business owners, you may not be aware of the hidden inefficiencies and costs associated with document imaging using your multi-function printers/copiers. Here are some common scenarios that just might be occurring in your office:
- Limited accessibility to the MFD: A huge pain point for many companies is that they purchased a multi-function device for printing, copying and scanning, but when it is used for scanning large batches of documents, access for printing and copying is severely limited negating the very reason the MFD was purchased. MFDs are good for scanning small documents intermittently, but they are not the right tool for scanning batches of documents or very large documents. A scanning job can be interrupted, but timely rescans may become necessary and staff efficiency is curtailed throughout the office. The flexibility and cost savings that many businesses hoped to achieve with a MFD is not realized and many times results in inefficiency and increased costs. Diabetic Eye screenings
- Difficulty finding scanned images: After scanning, employees many times save documents to a Windowsfolder using non-standard indexing practices. Placing the scanned images in the wrong folder is an easy mistake to make. However, without accurate and uniform indexing, it is time consuming to locate the scanned images, if possible at all.
- Cumbersome indexing, storage and retrieval: Out of the box document scanning software provides limited indexing on a small touch-screen, poor retrieval capability and no central repository for key business documents. Many times electronic files are saved under different categories in various locations and employees can’t locate the scanned documents when they need them.
- Paper-size limitations: Scanning documents that are odd sizes or on thick stock presents the largest challenge when scanning with a MFD. Paper jams occur more frequently resulting in rescans and wasted time.
- Questions of legality: Not all MFD devices have a scanning or indexing preview option and those that do are not efficient for viewing documents larger than 8.5×11. In order to ensure the usefulness and legality of a scanned image, it must be viewed for accuracy, completeness and overall quality control.
- Wasted server space: Scanning documents with incorrect settings can result in unnecessarily large image files that take up limited space on network drives and slow down retrieval. We have seen documents incorrectly scanned as color or gray scale, which can be 10 times larger than black and white images, or documents are scanned at unnecessarily high resolutions. Preset scanning settings can easily and unknowingly be changed when MFDs are used by multiple people for various purposes.