It’s likely that most of you have some sort of “digital-first” policy or goal. Efficient document management needs to be part of that; in fact, it needs to be a priority. LRS Enterprise Output Management is a full-featured solution that can satisfy all your needs, not just print with secure output and delivery, but also advanced scanning capabilities. It offers a flexible, intuitive user experience from a modern secure solution with the ability to centrally manage scan workflows, and delivery to any destination you may need
How do you use scanning technology for Digital Transformation? You can’t do it without powerful tools for digitizing documents and then transforming them to what you need and delivering them how and where you need them. That might mean scanning securely to cloud storage platforms like Microsoft OneDrive, SharePoint and Google Drive. It could also mean a myriad of other destinations, all delivered securely, intuitively, and transparently to the user. (It’s not too much to ask.) The LRS scanning solutions have the capability to satisfy these requirements so you can transition from paper-based processes to more efficient digital workflows.
Remember, it’s transparent, so we won’t get the credit, you will.
What kind of workflows are we talking about? LRS offers advanced scanning workflows that cater to both multifunctional print devices and mobile devices. Workflows typically fall into the two categories: user-based workflows and process-driven ones. Some examples of user-based workflows would be scanning email, personal cloud storage, and faxing. On the other hand, process-driven workflows include scanning and indexing documents into SharePoint, PageCenterX, and other document management systems. For process-driven workflows, we can use Barcode and Zonal OCR Recognition, as well as user input to automate the document routing process to the destination.
What about authentication and security? Our scanning software aligns with modern identity management systems like OpenID Connect (OIDC) for authentication. When you hear OIDC, think Entra ID. PING, OKTA, Google authentication, etc., etc., etc. This is accomplished using LRS Gateway. LRS Gateway provides an additional layer of security for document capture, offering end-to-end encryption, even for data at rest. This level of security is often not achievable with other systems, making LRS a standout choice for organizations with stringent data protection requirements.
This brings us to LRS Internet Scanning. It enables users to scan documents securely over the public internet without the need for a VPN. It uses robust encryption to protect documents and data from end to end.
A typical use case might involve a remote worker needing to scan sensitive documents from a home office. Using LRS Internet Scan, they can securely transmit the scanned documents to the company's central document management system without compromising security or requiring complex VPN setups.
What are some key strengths of the LRS Scanning solutions?
- Versatility: Support for a wide range of devices, from multifunction printers to mobile devices.
- Security: Robust encryption and integration with existing authentication systems.
- Cloud Integration: Seamless connection with popular cloud storage platforms.
- Advanced OCR: Built-in Optical Character Recognition for improved document usability.
- Barcode Recognition: Ability to read and use barcode data for routing, indexing and separating documents.
- Customizable Workflows: Tailored scanning processes to meet specific business needs.
- Centralized Deployment and Management
- Universal Data source and ODBC Support: Query APIs and ODBC compliant databases directly from the control panel of the copier or mobile app
- Run Application: Enables the ability to kick off third party applications, custom scripts, and APIs directly.
The centralized deployment and management of scan workflows is a game-changer for large organizations. Consider a scenario where an organization needs to deploy a specific workflow across 2,000 devices. What if each device requires 15 minutes of setup time (that’s pretty conservative). At that rate, manual deployment could take up to 12.5 weeks! Let’s hope you don’t have to make any changes (like updating a service account password!). LRS' centralized management drastically reduces this time, allowing for quick deployment and easy updates across the entire fleet of devices.
This centralized approach eliminates the need (and stress) of what some term "stacking". That is installing multiple solutions from multiple vendors on multi-function devices and requiring (hoping) that they work together. LRS extends its centralized scan workflows to mobile devices, catering to remote and mobile work teams. This feature ensures consistency in document capture processes, regardless of the user's location or device.
As a side note, you need Cross-Platform Support. Part of the scan experience for your users will be managing some of their personal settings, language, and personal address book with Personal Print Manager (PPM).
Recognizing the diversity of modern desktop environments, LRS Personal Print Manager (PPM) works across multiple platforms. It works with Windows of course, but also Mac (including native Apple Silicon) and even Linux clients.
PPM offers several strategic benefits that fall into this scan solution requirement. It’s built for manageability, like your scan workflows, and it has centralized control and configuration. It is highly secure, using the most robust encryption and user authentication available. It empowers users with self-service capabilities, letting them manage their print and scan experiences.
The success of any scanning solution hinges on user adoption. You know yourself that users will avoid workflows that are inconvenient or complex. To address this, LRS has implemented several features to provide a user-friendly scan experience.
- Multi-language support: Catering to diverse global workforces.
- Intuitive interfaces: Ensuring ease of use for all skill levels.
- Smart field pre-population: Reducing manual data entry and potential errors.
- Enhanced Security with LRS Gateway.
Anonymous Use Case
A multinational manufacturing company with 5,000 employees across 20 countries needed to streamline its document management processes. They struggled with inconsistent scanning workflows, security concerns, and inefficient paper-based processes.
By implementing LRS Enterprise Output Management, they achieved:
- Standardized scanning workflows across all locations, reducing training time and errors.
- Secure, VPN-free scanning for remote workers using LRS Internet Scan.
- Integration with their existing cloud storage solution, improving document accessibility.
- Centralized management of all scanning devices, reducing IT workload.
- Improved compliance with data protection regulations through end-to-end encryption.
As a result, the company reported a 40% reduction in paper usage, 30% improvement in document processing times, and significantly enhanced data security. The user-friendly interface led to rapid adoption across the organization, with 95% of employees actively using the new scanning workflows within three months of implementation.
This case demonstrates how LRS' comprehensive scanning solutions can transform document management processes, improving efficiency, security, and increasing user satisfaction across a large, diverse organization.