For most businesses, staff time is by far a company’s most valuable resource. Consider the following ways that business invoice scanning can make your invoice input, payment, filing, and searching faster than ever, saving you time and money.

1. Automated input – Optical Character Recognition (OCR) software extracts critical document information—like vendor name, date, purchase order, amount due, etc.—and makes it instantly available in digital format.

2. Accounts payable integration – Once business invoice information is digitized, it is ready for use in automated accounts payable processes. With rules you establish, your software can match invoices to their related purchase orders and automatically approve and send payment.

3. Virtual filing – You can save an unlimited number of business invoices easily when they are in digital format. Without having to make copies or file by hand, staff time is freed to focus on value-adding work, instead of moving pieces of paper around.

4. Lightning-fast search – A simple search by vendor or invoice number is as easy as typing in the name you seek, while advanced search capabilities can filter out similar but unwanted documents to return the exact invoice you need.

Check out our Scanning Solutions and contact us for more information on how to improve your business processes.

Think confidential information and documents are protected by your company’s IT security policies? Think again.

A recent survey by Harris Interactive revealed that 51 percent of survey respondents said they process confidential information through printers, copiers, and multi-function devices.

Additionally, 39 percent of employees who print, scan, or copy confidential information at work are concerned whether the information on their printing and imaging devices will remain secure.

These are valid concerns considering there is a very close link between the security of your business and your printing environments. Copiers, printers, fax machines, scanners, and multi-function devices pose a serious risk to your business’ overall security. These devices retain latent document images and text, leaving sensitive information and proprietary data extremely vulnerable to a security breach.

But, securing your print environment is easy with a Managed Print Services (MPS) Program that’s designed to assess all of your devices, provide a detailed security report, and develop a highly secure strategy for your future. Your customized plan can also include usage controls that ensure private information is only accessed by authorized users, and will also help you achieve regulatory compliance. Shrewd business owners know that security breaches damage your brand and can result in heavy fines, so this is protection that pays dividends in the long run.

For companies around the world, document scanning has proved to be an invaluable asset. Converting their data into digital files and storing them electronically — and turning their offices into practically paperless environments — proves advantageous in numerous areas, including better service, faster turnaround, improved compliance, enhanced collaboration, and significant cost savings. Not to mention bidding farewell to missing or lost documents.

However, there are mistakes many businesses make when implementing a scanning solution. By simply doing your homework ahead of time and thoroughly analyzing your company and its needs, you can avoid these document scanning pitfalls.

One of the most common mistakes made by businesses when choosing a scanning solution is underestimating the size and scope of their workload. It is important to understand how your company will be utilizing document imaging, and exactly what your scanning volumes will be. Not just your average daily volume, but also taking into consideration your peak volumes during crunch times. Failing to do so can leave you ill prepared, outgunned with the wrong speed or not enough scanners.

Another trap to avoid when selecting a scanning solution is failing to involve all stakeholders within a business. Leaving end-users and departments such as IT and customer service out of the coordination of and planning for a solution is a recipe for disaster. A company can easily end up with a system that isn’t tailored to their needs or requirements, or compatible with your existing infrastructure. This can be avoided by including everyone necessary in the planning process.

Once your document scanning solution has been selected, the final major pitfall is going all in — deploying the entire solution all at once. Attempting to roll out the whole system can overwhelm a business and its staff, and result in major bottlenecks or breakdowns. A phased implementation approach is the ideal way to begin your practically paperless journey. By deploying your solution at a more reasonable pace — by department or group — you gain the additional benefit of experience to identify and implement best practices.

For more information on our Document Management solutions, visit our website at:
https://www.momnet.com/Business-Solutions/Applications/Imaging