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What headaches do you have managing documents?

Does this sound familiar?

Incoming mail and information to the business

This is one of the most labour-intensive areas of the business, whether it is incoming mail, emails with PDF attachments or documents of any format coming from different departments or company subsidiaries. The information must be sorted, distributed to the correct recipient, managed, and filed for reference.

Filing and retrieval of information

There are so many ways people file information either electronically or hard copy. It is incredible to think, currently, we still have the same problems we had many years ago. Employees and departments all have their own indexing systems and a document can be misfiled making it difficult to find the information later.

Storage of information

In today’s business environment, many companies scan documents and save them electronically either in the cloud or internally on their servers. Many businesses also store most of their incoming email traffic on their server exchange without any thought about disaster recovery (if a record is deleted or lost because of a malfunction). There are still many companies that store hard copy documents in the office or at storage sites and this can be very expensive and labour intensive to manage.

Retrieval of information

This can be a very time-consuming exercise and stressful. Yes, it is easy to retrieve an email quickly if you know the content of what you are looking for and it can be fairly easy if the document has been filed electronically in the right electronic file. However, what if it is a PDF document? What if the document has been put back in the wrong file? What if the file has been taken out of the office or somebody else has taken it? What happens if the files are kept offsite from the office or in different software applications like CRMs and accounting packages? What time is wasted in retrieving the information and what is the cost?

Compliance and Security

This has become more of an issue today than ever with cyber crime growing in our society and company regulation being implemented on a daily basis, it has become very hard to manage and police within the business What is worse, companies not only lose money via the cyber crime, they are also under threat of financial penalties for non-compliance.

If you wanted to find the magic answers to the above and we can show you how this can be achieved.

Call 01444 462 980

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Translating documents through your printer

Translating documents through your printer

Getting a document translated into other languages can be time-consuming and manual depending on the resources you have available. Even when using an online translator, it can take time to ensure that the final documents are accurate.

Having a way to translate documents easily and quickly is a game-changer for those that often need information in different languages for different audiences, whether it be internal communications with other global offices or creating content for your global audience.

The Xerox® Translate and Print App utilises state-of-the-art technology to provide instant, machine translations via your Xerox multifunction printer (MFP).

This means you can scan a document, choose one of 44 languages and then get an instant, accurate translation of the document in your chosen language. Further still, powerful OCR capabilities can automatically convert non-editable documents into an editable format for additional translation edits, if needed.

Here’s how it works:

Step One: Log into your Xerox MFP and select the Translate and Print App

Step Two: Select the source and target language (i.e. source: English – Target: Spanish)

Step Three: Scan in the source document

Step Four: Receive the translation draft as either a printout and/or via email

Find out more in the video:

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Save on scanning and be more competitive

Scanning of documents and post is a frustrating, and timewasting occupation – and let`s face it – it`s only as reliable as the bored member of staff feeding the scanner! However, you can reduce your budget and hours spent on these time consuming tasks with automated paper management and document workflow solutions.

By processing more paperwork, faster, you will be more competitive and be able to please clients with your swift response time.

NSi Autostore recognition software makes scanning and archiving a cinch; you will never lose an important digital document through inputting errors or typos – and the job is done much faster. Each document isn`t merely copied, but analysed, tracked and allocated to the correct place immediately as well as being compliant with record management policies. So if you want to stop wasting valuable time and resources on paper management, let’s talk about your needs, and show you how to start saving money!