Businesses of all shapes and sizes handle documents on a daily basis, whether for invoicing, client records or communications. When you consider how much time and energy goes into the creation, copying, sharing, and usage of each document, the need for a reliable document management system becomes clear. Unmanaged documents can negatively impact your business and wind up costing you in lost revenue and productivity, but Xerox can help get you back on track, with ConnectKey-enabled MFPs and apps designed to make the process of document management secure and easy.
What is Document Management?
Document management is the capture, storage, and retrieval of hardcopy and electronic documents. Combined with document management software, Xerox ConnectKey-enabled MFPs provide employees with the tools and solutions they need to effectively scan, digitize and access documents using secure encryption and passwords to enhance workflow and increase productivity.
Document Management Tips
A successful document management system begins with a comprehensive print assessment to determine the actual cost of printing within your organization. A survey conducted by Xerox found that nearly 97 percent of businesses don’t know how much they spend on printing each year, and over 80 percent plan to take the necessary steps toward a more organized document environment. Tips include:
- Implement Printing Guidelines – Xerox ConnectKey-enabled MFPs allow you to set restrictions by the individual user, department, document type or time of day, and alert you when supplies are running low to eliminate unnecessary downtime.
- Scan to the Cloud – Hardcopy documents can be difficult and costly to store while being at risk of physical theft or damage. ConnectKey apps allow you to scan these documents to cloud-based services with the touch of a button, including Dropbox, OneDrive, Office 365, and Google Drive.
- Increase Mobility – Today’s workforce is on the move, thanks to wireless technology which allows employees to keep in touch with clients and colleagues whether at home, in the office or on the road. Xerox Mobile Link is an app that lets you scan, print, or fax from your mobile device by connecting with any Xerox MFP.
Contact us today to learn more about Xerox ConnectKey document management solutions and apps.