How to go paperless
A paperless office strategy starts with an analysis of paper intensive processes. Besides regular office printing, the majority of paper comes from physical correspondence and faxes received. The latter are being printed and then often filed, either digitally or in paper format. It greatly reduces paper by digitizing all of these documents, including invoices and contracts. Then store them in an online filing system or also called a digital filing cabinet. Some businesses or departments will remain in need of printing documents for the foreseeable future. A signature may require printing contracts and agreements. Even though the legality of a digital signature has been declared years ago. Paper digitation is however becoming increasingly more important and a key focus for many large enterprises.
The OCR functionality of LRS solutions enables users to extract valuable information which can then be used to perform Business Intelligence on digitalized documents.
LRS has office document management software solutions that can help organizations implement and execute a paperless office strategy. We have a range of solutions available. All of those solutions work seamlessly together. MFPsecure®/Scan turns paper documents into digital ones and sends them to a file folder, portal, cloud repository, email address, FTP server, and storage platforms such as PageCenterX. This software solution files the documents or routes them to the appropriate destination. If files are shared with others via PageCenterX the system will prompt users with a ‘Print or View’ option to encourage online viewing versus printing them. This software eliminates the need for paper based information archiving and filing systems.
MFPSecure/Scan and PagecenterX can be used to scan and archive visitor registration books. For security reasons these can be stored in digital format and - if needed - can be retrieved for quick consultation by security.
Digitizing paper documents and storing them in an online filing software offers great benefits, besides the paperless component. Paperless filing solutions, like PagecenterX, reduce the time required to organize or retrieve files. All data can be shared easily and is available at any location. It also prevents mistakes that can occur when manually filing data. It is also more secure and reliable. Which is another aspect that is becoming more and more important. And because files can also be accessed during potential downtime, there is no impact on employee productivity when an outage occurs.