How to run a more efficient and profitable organisation by digitising your documents and processes

Transcription

1 How to run a more efficient and profitable organisation by digitising your documents and processes

2 Introduction Information is a core business asset, which is often lost, due to inefficient processes or storage systems. This guide will show you how you can get real time data in your hands when you need it, and never again struggle to find important documents or data because they re lost or buried in archive boxes. For all of our technological innovation one of the biggest obstacles still facing companies today is digitising data and records. Running a modern business still produces vast quantities of paper and documentation, and scanning, storing and filing that information is still a daily struggle. Until now. With the ability to scan 40,000 pages a day (that s 112 pages or 224 images, per minute), the DocuMate 4799 automates the scanning process and the ability to create editable and formatted text. It s a high-speed workhorse capable of transforming the way you organise and manage paperwork. How much time could be saved if you had important documents, at the tip of your fingers, when you needed them? Invoices, bills, receipts, picking slips, purchase orders, HR documents, personnel files, contracts, the volume of essential files is seemingly endless. In the past, the accepted solution has been to archive key documents in the warehouse or an off-site storage facility. Digitising documents becomes a labour intensive project for staff who should be deployed doing things that drive the business forward. It s a high-speed workhorse capable of transforming the way you organise and manage paperwork. Features: 112 pages per minute / 224 images per minute at 300 dpi A3 (11 x 17 ) paper size and a document feeder that holds 350 pages 3 Ultrasonic double feed detection sensors Create searchable PDF files to make it easy to find scanned documents Pre- & Post-Scan Imprinter (sold separately) Xerox FreeFlow Makeready Supported Imagine if those key documents could be digitised instantly, and retrieved with the click of a button? The DocuMate 4799 allows you to achieve just that. Its nine presets allow you to save almost any type of file format. Additionally, it is fully compatible with your office network, meaning you can send the scanned documents to any folder on your network. Never lose another piece of important information again. Create a permanent electronic file of it in seconds. 2

3 Focus on your clients, not on paperwork We understand that your time and resources need to be spent on your clients, growing your revenue base and taking your business to the next level. Tedious paperwork gets in the way. At its worst, it actively hinders your productivity, efficiency and profits. But it s an essential part of running your operations. The DocuMate 4799 lets you get back to what you do best. Its high-speed and superior reliability makes it a powerful scanner for demanding environments. Up to 350 mixed size documents can be stacked in the automatic feeder, this eliminates the process of having to organise your documents according to their size, so scanning is fast, easy and efficient. The DocuMate 4799 can save your documents into nine different file formats and creates the highest quality scans available in its class. Get back to work and let the DocuMate 4799 take care of your paperwork. The DocuMate 4799 can save your documents into nine different file formats and creates the highest quality scans available in its class. 3

4 Management Gain Visibility into Key Inefficiencies It can be difficult for organisations to identify process inefficiencies, especially in documentintensive departments such as; operations, human resources and finance. For example a busy warehouse could be running two days late on picking goods, they could be using expensive, urgent couriers to try and avoid customer dissatisfaction, warehouse staff could have varying levels of effectiveness and productivity, and they could be paying overtime to catch up. Using the DocuMate 4799 as the digital on-ramp to scan picking slips every day, is the first step in optimising this process. Combined with technology to automatically extract key information on each picking slip, such as: date printed and date picked, courier type used, warehouse person, number of items picked this is then consolidated into one spreadsheet. This insight will provide the warehouse manager immediately with vital information required to see where the inefficiencies are, and what it s costing the business, on a daily basis. They can take action, based on real time data, to immediately rectify how their operation is running. This has an enormous impact on costs, staff effectiveness, and customer satisfaction. The value of this software is not only significant to a busy warehouse, but can also provide an invaluable insight into Accounts Payable and Receivable metrics. Extracting key information on a daily basis can provide Financial Controllers vital data to reduce accounts receivable days outstanding, improve cashflow and minimise risk to potential bad debts. Its outstanding capacity and reliability make the DocuMate 4799 the perfect addition to a busy office environment. 4

5 Smarter storage and organisation Ultimately, the DocuMate 4799 is more than just a scanner. It s a device that can overhaul the efficiency and file storage of your entire office. Transform your scanned documents into editable and formatted text for improved productivity. Easily retrieve and manage your scanned documents and digital photos The Office Gemini Dokmee Capture technology recognises, extracts and saves defined areas to a spreadsheet for reconciliation. Once scanned you re able to automatically send the finished file to any location on your network. Streamline your office, and your processes With resources tight, staff are facing ever increasing workloads. Document scanning and storage is an essential part of the business, but making it a priority is a challenge. Let the DocuMate 4799 do the grunt work for you. Its outstanding capacity and reliability make the DocuMate 4799 the perfect addition to a busy office environment. It allows your staff to approach document management and filing in a new way, offering new efficiencies that will save time and money. Redistribute your resources to more pressing projects, and leave the scanning to the DocuMate Its outstanding capacity and reliability make the DocuMate 4799 the perfect addition to a busy office environment. With one simple device you and your team can enjoy: Greater productivity Better efficiency in managing paperwork Easy retrieval of scanned and saved documents Reduced workload and stress Improved workplace morale thanks to a clean, de-cluttered and functional office environment 5

6 Higher quality scans How many times have you gone to scan a document, only to find the resulting image to be blurry, or worse, completely unreadable? The DocuMate 4799 overcomes this problem with the most advanced imaging technology available in a scanner of this class. With the highest quality scans on the market, it can enhance image quality and Optical Character Recognition (OCR) for accuracy and searching. As well as simultaneously correcting alignment, brightness, contrast and image clarity. Using groundbreaking software, the DocuMate 4799 will instantly improve the visual clarity of every document that you scan. The technology is complex, but the results are crystal clear and easy to achieve with the touch of a button. OneTouch Software When it comes to scanning, we all want the perfect combination of convenience and functionality. But sometimes, achieving that meant sacrificing quality. Not anymore thanks to the technology found in the DocuMate It can connect the buttons on your scanner with a powerful set of scanner settings so that with one touch, your document is scanned automatically to; , Word, your printer, or simply a file folder. Nine preset settings give you total control over the file format, resolution, colour depth and paper size. Software Visioneer One Touch Simplifies and automates scanning profiles and file locations Visioneer Acuity Automatically improves and enhances document clarity Nuance OmniPage Pro Transforms scanned documents into editable and formatted text Nuance PDF Converter Creates, converts, edits, assembles and securely shares PDF files Office Gemini Dokmee Capture software Recognises, extracts and saves defined areas to a spreadsheet for reconciliation or analysis Kofax VRS software Enhances image quality and OCR for accuracy for scanned documents Scan; cheques, documents, business cards, photos or thick card stock with one touch simplicity. The elegant front panel provides simple single button control for at-device scanning to any of 9 completely customisable scan profiles. Scan; cheques, documents, business cards, photos or thick card stock with one touch simplicity. The elegant front panel provides simple single button control for at-device scanning to any of 9 completely customisable scan profiles. 6

7 Join our community: Fuji Xerox Printers is a leader in printing and document technology, committed to helping small to medium businesses find a printing and document management device that saves money and time, and improves efficiencies. We provide a vast range of high quality printers and multifunction devices with the freedom of mobility, so you have greater control of documents, costs and productivity. Our business partners help businesses of all sizes, including those working from a small home office find the right document management solution. Learn more at: Australia New Zealand Xerox, Xerox and Design, as well as Fuji Xerox and Design are registered trademarks or trademarks of Xerox Corporation in Japan and/or other countries and are used under license. MARS5376