Making work flow with smart document management solutions
Accurate scanning is mission-critical for many businesses, especially those with distributed networks. Yet businesses often struggle to find an architecture that is reliable and efficient enough. We knew there was a demand for an efficient and productivity-boosting solution, so we partnered with Document Logistix to co-create a document management system that transformed logistics companies’ workflows for the better with a Proof of Delivery system that improves everything from invoice processing to cashflow.
How many times has it been impossible to retrieve the right information from a crumpled piece of paper submitted by an employee in the field? Or you’ve submitted a batch job of scanned documents only to discover the captured data is full of errors? How much time is spent filing and refiling documents, and manually extracting information from them?
Inefficiencies in paper processing are very high, and most scanning architectures are not built for high-volume scanning, so businesses processing a large volume of documents often feel the need to pick between the reliability and the cost of a solution. But that’s not enough: for many businesses, document processing is mission-critical, so reliability is essential, but they want it with minimal capital expenditure.
The fi-7300NX has been integrated with Document Logistix Document Manager, a web-based document management and workflow application, which allows anyone with a browser, on almost any platform (Windows, Mac, Linux) or device (PC, Tablet, Phone) to be able to capture and process image documents using a professional document scanner.
Being able to set different work modes for different types of user and document means that multiple staff can scan different types of documents and the information will get where it needs to go, whether that’s on-site at a central processing centre, or remotely at a different branch. In this instance, the cloud solution can either be private or on-premise deployment.
Document Logistix developed two modes of operation that classify and securely transfer documents to an automated workflow, storing it wherever they need to be (e.g. a specific location in the cloud) and sharing it with whoever is granted access:
Ad hoc scanning: when you want to fully classify and store one document, e.g. classifying specific document types and extracting precise data.
Batch scanning: for when you need to scan many documents and classify and index, separate or manage workflows, using OCR, barcode or other automation tools. e.g. for a busy depot scanning proof of delivery notes.
With Document Logistix’s solutions, you can capture all the information you need from degraded documents like proof of delivery papers, without worrying about the fidelity, while rules manage the flow of work, to ensure the right document goes to the right place, and specific information is extracted and distributed. Both solutions are also flexible enough for businesses who want to adapt as processes and requirements change.
They also operate using a thin-client. This means it doesn’t have to be paired with a PC, and employees don’t have to use one to access or scan documents. All they do is scan, and the rest is taken care of. It’s as simple as inputting the network/Wi-Fi connection details and the address of the server.
What this also means is that there’s a quick deployment, easy swap out and the ability to relocate easily: not being restricted by a PC means users have the freedom to place our scanner wherever it will get the optimal use.
Additionally, the simple user interface means non-skilled staff can quickly adopt the scanner and software solution into their workflows; with no new applications, it’s a simple case of tapping to scan and following instructions on the built-in LCD panel. For example, drivers returning to a depot could just drop their delivery documents into the scanner, press a button and know that their work has been sent to a secure electronic document management system.
- Server-based driver saves time and money - anyone with access can manage or operate networked scanners from anywhere
- No PC means freedom from installation, running costs and maintenance
- Remote provisioning and configuration thanks to a server-based driver with Wi-Fi connectivity means quick deployment and flexible re-organisation of scanning architecture/scanner locations.
- Easy operation - users don’t need to learn a new application to scan – a tap and scan on the LCD screen leads to faster adoption.
The Document Logistix solution built on the fi -7300NX does far more than make businesses less reliant on paper. It makes them more compliant and efficient. Together, we’re stepping away from the traditional scanner and towards a model that makes work flow.
In summary, with a lower cost of ownership, quicker deployment and seamless user adoption, the expert partnership of Fujitsu and Document Logistix have created a solution that meets the demands of busy businesses.
Book a free demo now to discover how a Fujitsu and Document Logistix solution can make your business more efficient.