Is your office drowning in paperwork? If you’re feeling overwhelmed by stacks of documents, it’s time to consider a solution. Enter: cloud-based scanning. Upgrading your existing document scanning solution to a cloud-based method offers a host of advantages, including heightened data security and improved disaster recovery capabilities. In today’s blog, we’ll provide a comprehensive overview of how scanning software and services can revolutionize your business operations, helping you bid farewell to paper clutter for good. Additionally, we’ll introduce you to several advanced solutions we offer at JBM Office Systems designed to enhance your efficiency across the board. 
Traditional document scanning methods come with inherent risks. Where do you store the scanned documents? How do you retrieve them when needed? Ensuring the security of sensitive data becomes a concern, along with the risk of data loss. Relying solely on traditional document scanning solutions can leave your business vulnerable to these risks. However, transitioning to cloud-based scanning and intelligent document processing can mitigate these threats. Scanned documents can be encrypted, password-protected, and securely stored in the cloud. Access can be restricted to specific users, and all file activity can be tracked for added security.
Advanced scanning software for businesses facilitates seamless file access, eliminating the need to be in a particular location to retrieve files. Enabling mobility, you can access documents from your mobile device, home office, or multiple locations simultaneously. Traditional filing consumes a significant amount of employee time, with an average of nearly an entire workday spent on filing and organizing documents, and an additional five hours spent searching for documents. Document scanning offers a solution by allowing documents to be scanned and sorted based on various criteria, including user-generated metadata, ruled-based tags, or the text within the documents themselves.
Many document management systems utilize Optical Character Recognition Systems (OCR) to transform physical documents into searchable and editable PDFs. Simply by scanning a document, it can be converted into a digital image. However, without OCR, automatic routing, indexing, and editing of documents would not be possible. Content-based routing leverages the text and format of scanned documents to automatically name and sort files. By incorporating optional barcodes, specific documents can be monitored and sorted, reducing the risk of human error leading to document loss or misplacement. Manually combining and naming documents has long been a challenge in document management. Previously, scanning multiple pages necessitated the manual merging of multiple files into a single document. Fortunately, with the right document management software, this inconvenience is a thing of the past. Some document management systems feature rules-based intelligence to automatically name and combine documents, streamlining the process significantly.
Meet the RICOH IM 600SRF – the all-in-one solution for your office needs. This versatile black-and-white multifunction printer handles printing, copying, and faxing with ease. Plus, it’s cloud-enabled, adapting seamlessly to your evolving business requirements. Featuring a Single Pass Document Feeder (SPDF), it scans double-sided originals in one go, uploading them directly to cloud-sharing services like DropBox™ and SharePoint™. Its compact internal finisher organizes, and staples document sets efficiently. Designed to tackle high-volume tasks, it delivers crisp 1,200 dpi prints in just 6 seconds, with multi-page sets produced at an impressive 60ppm (A4)/62ppm (Letter). Your employees can easily connect and print or scan from their smartphones and tablets with cloud-based scanning and printing. Rest assured; sensitive information stays secure with password protection for confidential documents. The Smart Operation Panel supports workflow solutions like RICOH Smart Integration, automating document workflow processes for maximum efficiency.
With RICOH Smart Integration Workflows, sending your files to the correct destination in the right format and with the appropriate file name is easier than ever. Utilizing RICOH Smart Integration (RSI) technology, this document management workflow software transforms any multifunction printer into a powerful tool. It saves time, boosts productivity, and automates repetitive tasks – all at the touch of a button. Gone are the days of manual document routing and formatting headaches. With RICOH Smart Integration Workflows, you can quickly and efficiently route your documents to their intended destination with the correct format and file name. Plus, there are various Smart Integration solutions available, allowing you to choose the one that best fits your business needs.
Smart Integration Essentials streamlines two common workflow processes: scanning to email and mobile printing. Additionally, it offers OCR to convert hardcopy documents into editable and searchable formats. With Smart Integration Connectors, you can extend functionality by scanning to and printing from cloud accounts like Box™, Dropbox™, Google Drive™, OneDrive®, for Business, or SharePoint™. This includes scanning to cloud accounts in editable and searchable formats, as well as integrating with Microsoft 365® and Google Mail™ for email scanning. Moving up to Smart Integration Workflows, you gain workflow capabilities to route files correctly, ensuring they reach the right location in the right format and with the correct file name. This involves automated scanning processes, direct scanning to folders (cloud or on-premise) with automated file and folder naming, simultaneous routing to multiple destinations, and auto-routing using QR codes. For businesses with evolved needs, Smart Integration Advanced Workflows offers document classification and routing, along with developed integration with SharePoint™. It automatically routes documents based on their type, scans to cloud or local folders, and supports document library integration in SharePoint Online™. It also features automatic data extraction with intelligent routing. All workflows can be enhanced with optional paid add-ons. Device enhancement adds document privacy protection with device-level authentication, management features, authenticated pull print, and utilization reporting. The legal add-on simplifies document preparation for electronic filing to court systems, including Bates Stamping with customizable starting numbers.
Tired of struggling with PDF files and their limitations? Introducing Power PDF by Tungsten Automation – your solution to hassle-free PDF management. With this business software, you can effortlessly edit, create, share or eSign PDF files, all without breaking the bank. Convert files to or from virtually any format – whether it’s Word, Excel, PowerPoint, or an image – without the endless burden of subscription payments. Power PDF is designed to be scalable and user-friendly, making it perfect for businesses of all shapes and sizes. Say goodbye to cluttered filing cabinets and hello to a streamlined workflow. Easily create, convert and edit PDFs from virtually any document or file type. Plus, with cloud integration, sharing your documents has never been easier. Thanks to optical character recognition (OCR), you can search through every scanned document with ease, ensuring you find what you need when you need it. With Tungsten Automation, managing your PDF files has never been simpler.
Power PDF Advanced includes everything you get with the standard software, plus:
Software for businesses shouldn’t be complicated. Whether you’re seeking user-friendly multifunction printers, efficient workflows to optimize MFP usage, or business software to streamline PDF management, JBM Office Systems has you covered. Contact us today to discover how each of these document scan solutions can enhance productivity, savings, and efficiency for your business.
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