Scanfile can read barcodes and automatically index Scanfile with the barcode information. It is normally very straight-forward to have barcodes implemented on documents and is a one-off setup.
It is advised to ensure that Policies and Procedures are in place. You should implement an Information Policy recognising documents as important organisational assets, a Retention Policy, based upon a schedule for each type of record and an Information Security Policy.
The successful deployment of new document technology will be facilitated by the design and implementation of clear procedures. As well as operating (and trouble-shooting instructions), the procedures should provide staff with the business context: what to do, why, and how to do it. Also think about Tutorials to familiarise new users.
Email is an increasingly used method of business correspondence and therefore an important information asset, liable to evidentiary discovery. However, with many email systems it is difficult to organise messages in a useful manner (especially in context with other related documents) and owing to their volumes they are prone perhaps more than other document formats to periodic archive or deletion, without consideration being given to their value as a record to be retained within the audit trail.
The information making up the audit trails of your business relationships can be scattered across in-trays, files and folders, filing cabinets, notebooks, diaries, post-it notes, remote hard drives, electronic organisers, email systems, fax systems, spreadsheets, databases etc.
Many mfd's now incorporate a fax machine as well. As the device is built for handling a high throughput of scanned documents the fax machine functionality is that of a high performance fax machine and therefore packs a big punch and can scan and fax large documents quickly and efficiently.
With many companies looking to move towards a paperless office, a document management system or electronic filing system is often implemented to reduce paper files and improve efficiency. Previously the main mechanism for getting paper into an electronic archiving system would be a dedicated high speed document scanner, well now there is yet another use for the multifunctional copier.
With the need for effective document distribution becoming more and more important in today's office environment, scanning from an mfd can provide meaningful benefits for most organisations. Mfd's offer a convenient way to move documents digitally, most mfd's incorporate a touch screen display with the ability to set up one-touch buttons to perform specific functions, for example, a button may be displayed on the screen that points to a particular user or network location. This would enable users to walk up to the device with their documents, place them in the document feeder and press the one-touch button on the touch screen display. The mfd would then scan the document to the specific user or network location immediately.
