Lately on the Smart Document Solutions blog, we’ve been discussing a few of the best tools for digitizing hard-copy documents.
Not terribly long ago, this was a fairly cumbersome process, particularly for businesses with a large collection of hard copy documents. For many small businesses, it was cheaper and probably easier—at least in the short term—to have dedicated rooms for archival filing, or even rented storage units (the author worked at one such small business years ago). It was easier to just toss your documents in a closet somewhere, rather than scan each page one-by-one and hand-organize the resulting digital documents once they were available on your computer.
These days are long gone. Thanks to high capacity scanning devices and automated, AI-powered digital organization, digitization is easier and faster than ever. In today’s post, we’ll take a quick look at Xerox’s best automation and scanning options.
Scanning Automation: How to Sort Your Digitized Files Automatically
Recently, we’ve touched on a couple of very useful Xerox tools capable of automating the organization of scanned documents. Check out these previous blog posts for more detailed information about them:
- Manage Your Data More Efficiently With Intelligent Data Processing by Xerox
- The Easy Way To Keep Scanned and Digitized Documents Organized: The Xerox Intelligent Filer App
In a nutshell, these automation technologies are capable of inspecting your scanned documents and discerning what they’re about—and thus what the files should be named, what digital folders or locations they should be stored in, and more.
Historically, this had to be done manually, and it was incredibly time consuming. Now, after “tuning” the automation tool to organize things as you like—invoices over here, expense reports in this folder, client agreements there—you simply scan your documents and the digitized version goes exactly where it should.
High Capacity Scanning: Scanning Stacks of Documents All at Once, Instead of One Sheet at a Time
The problem with old-style scanners is that they were slow—flatbed scanners were usually designed to only take one sheet at a time, so getting through even a few dozen documents was an incredibly cumbersome task.
These days, Xerox makes a variety of high-capacity scanners and multifunction printers that can accept an entire stack of documents. Whether you go with an MFP or a dedicated scanner, you can expect very fast input. This makes digitizing even a large collection of documents fast and easy—especially when you have automation set up to properly sort those files. What would have taken potentially weeks can be accomplished in a day.
Digitization Is Easy Now. Get in Touch With Us To Learn More and Get Started!
Expressing how easy digitization has become with Xerox technology can be summed up in the following simple equation:
High-capacity scanning + automated digital sorting = easy, fast digital archival of even very large hard-copy document collections (i.e., dozens of boxes or filing cabinets worth of paperwork).
Interested in reclaiming that room in your office building, or being able to stop paying the monthly storage unit fee for your archived documents? We’re here to help you get started. Please feel free to contact our team of experts at your earliest convenience. If it’s time to upgrade your office equipment, you may also request a free online quote.
