We are all comfortable with scanning to folders and scanning to email from our MFD’s what comes next?

Always remember to ask a client what they will do with the documents once we have helped them scan the paper.

Would it help if we could :-

Build a simple folder structure so they can find them again rather than a single folder with lots of scans.
OCR the document before storing
Split a large batch into separate documents to reduce scanning time
Route to a User depending on information on the scanned page.
Add index information to be imported into a DM or BPM solution
Convert PDF’s into word or excel documents for editing.
Would you like a simple workflow to authorise invoices or expenses
Using enhanced scanning features we can become an important part of the customers workflow and business processes. Some of the requests are a little strange like Scan to Print (that would be copying then) but if you don’t ask what the customer needs you will be missing opportunities.

Tip of the week

A simple barcode sticker on an document can allow users to reduce scanning time and streamline their incoming mail.

For information on the above, drop Bob an email to bob.mitton@fontware.com or give him a call on +44 (0) 1489 505075.

Overview
When a bank were looking for a system to capture, process and store identification documents for new customers, Scantraq™ offered the perfect solution. A fully automated scanning system, embedded in the fleet of 80 Konica Minolta bizhubs multifunctionals, helped increase accuracy and save employees valuable time.

Challenge
The bank employees needed instant access to a customised scanning workflow from the panel of their bizhubs. By entering some simple customer details the system needed to capture, process, rename and store the document in the correct location. All this needed to happen automatically so the identification can be returned to the customer as quickly as possible.

Before storing each identification document a check for duplicated documents had to be made. If an existing identification document was found, the file had to be moved to a special folder and a senior member of staff notified. Once verified each document had to be stored in a specific, secure customer data storage area and name consists of the name of the customer and the account number.

Solution
By embedding Scantraq™ across the fleet of multifunctionals, each and every bizhub has access to an highly-customised and centralised scanning workflow. Bank employees simply have to enter the customer name or account number and press the scan button. The automated workflow is automated and requires very little training for the operators.

Scantraq™ captures a copy of the identification and performs a check to see if an existing document is already present. If necessary the document is parked in a special directory and Scantraq™ sends a copy of the file via email to a manager, for validation.

The zonal recognition module automatically extracts information from document areas and tags this meta data to the scanned document, saving the employees valuable time and improving the accuracy of captured data.