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file, get organized used with permission from HP Technology at Work Breaking out of old routines can be challenging. For proof, take one look at the rows of filing cabinets still used in many offices these days. Those cabinets are most likely full of unorganized files that date back so far that it€s hard to know where to even start organizing them. The truth is, there really is very little need for storing hard copies of documents anymore. The inherent security risks of keeping business-confidential information out in the open, and the inconvenience of storing information at offsite locations, make digital file management an attractive option for business. This isn€t about going paperless, though. There will always be certain type of documents that you€ll need to keep hard copies of in your files. Digitizing your files is about creating a more efficient, more secure, and more organized way to archive your business-critical records. The good news is that the solution is not only simple€it€s probably already a part of your office. Multifunction printers (or MFPs) are called multifunction for a reason€because they do more than print. They can also scan, copy and fax. While routinely filing documents in an organized fashion can take a lot of discipline, many MFPs like the HP Officejet Pro X576dw come loaded with features like 1200 dpi resolution scanning and document-feeder trays that make it easy to tackle large jobs with ease. HP flow MFPs provide automatic-imaging features that go beyond the standard features of auto deskew, color detection and edge erase. These include auto orientation, auto page crop and auto tone. Advanced workflow features like touch screens allow you to preview, edit, and zoom images prior to saving or sending scans. Let€s get started Before you do anything else, gather up the items you want to scan and sort them not just by relevance, but also by size. Since some items might need to be placed directly on the scanner bed, you can keep them separate from items that can be fed through the MFP€s document feeder. The HP LaserJet Enterprise Flow MFP M525c and its HP EveryPage technology ensures that every page fed through the feeder will be scanned€regardless of size, weight, or condition of the pages in a stack. With a 100-sheet automatic document feeder (ADF), featuring single-pass, two-sided scanning, and fast simplex scanning speeds and duplex scanning, you€re sure to get the job done in no time. Have a system Before you begin scanning files you want digitized, it€s important to create a folder hierarchy on your server. While scanning files is one step toward getting organized, deciding where to store and retrieve the digital files is the most important step. Some tips for creating an organized file folder structure include:
Search what you scan Until recently, most scanners were unable to distinguish between text and images, leaving you with a €flat,€ unsearchable document, but optical character recognition (OCR) changes all of that. This software scans your documents and stores them by converting printed characters into digital, editable text, and allows you to save in a wide variety of files types, including TEXT (OCR), Unicode TEXT (OCR), RTF (OCR), Searchable PDF (OCR), Searchable PDF/A (OCR), HTML (OCR) and CSV (OCR). Some benefits of scanning your documents with OCR software:
Now what? Once you€ve scanned all of your important documents, it€s time to evaluate your storage options.
Whether you€ve already invested in one, or are considering doing so, having a multifunction printer doesn€t require you to change the way you work in the office. However, the variety of functions they offer can help you move closer to an organized digital filing system that will surely help your business in the long run.
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