34% of office workers have access to a scan-enabled digital copier. This survey was conducted in 2003 so the percentage will now be considerably higher.
"Wide spread adoption of scanning will depend largely on simplicity, usefulness, and compatibility with existing systems and on seamless integration"- Gartner Dataquest
Today, most digital copier vendors offer basic scanning capabilities such as scan-to-file and scan-to-email. The question that most companies are asking now is what happens to the scanned files and emails and where are the documents stored?
Theft or redirection of data is a danger if anybody can walk up to a multifunctional and scan a document to email. Best practice guidelines dictate that all organisations deploy safeguards to ensure that only authorised users gain access to powerful features like scan-to-email. The guideline becomes a mandatory requirement for organisations under a duty to protect confidential or personal information: schools and colleges, law firms, accountants, surgeries and hospitals, local and central government departments, etc.
ITQ’s answer is to employ scanning tools to manage staff behaviour so documents are stored in a structured way and appropriate access is granted to relevant staff.
AutoStore, from ITQ, is a server-based application which orchestrates the capture and secure delivery of paper and electronic documents into business applications. It is well suited for organizations of all sizes which want to eliminate error prone manual document handling. Whether you’re handling invoices, claims, applications or order forms, AutoStore can automate your document driven business processes to lower costs, improve operational efficiency, communication and collaboration, and support compliance with laws and regulations.
AutoStore utilises your existing infrastructure and captures information from your multifunction printers, smartphones, emails, fax servers, shared/public folders, FTP sites, Microsoft Office applications, PC desktops, XML data streams, and other sources. The captured information is then processed based on your organisation’s predetermined workflow. Scanned images are enhanced for improved readability, text can be converted into editable electronic information, barcodes can be read, resulting in rich information to be used for later retrieval. Once processing is complete, the documents and the keywords describing them are distributed to any number of locations. Destinations can be fax, email, stored in a document management system (DMS), sent to FTP sites, secure network folders, or even multiple destinations simultaneously. And all of this is effortlessly performed by your staff by just pushing a button on the front panel of the device. That’s it. The workflow happens immediately, ensuring your information goes where you want it to go quickly and accurately every time.