Tax season is upon us, which means now’s the perfect time to take a closer look at how your business is allocating its resources and managing expenses. Let’s begin our little self-auditing exercise by focusing on ways to streamline how your office manages its most important files.
Without further ado, here are four common mistakes that enterprises make when managing their documents, and solutions to help your business avoid them.
Mistake #1: You’re Not Digitizing Your Docs
When your desks and filing cabinets are overflowing with documents, it may be time to start reclaiming your workspace’s real estate by digitizing more data. Samsung’s multi-function printers (MFPs), including the new ProXpress M4560FX, feature myriad solutions designed to help offices streamline workflows by harnessing the power of digitization.
The newest addition to Samsung’s MFP lineup features an upgraded 1.5GHz quad-core CPU that allows it to process complex, graphic-heavy documents with ease, as well as a Dual Scan Document Feeder (DSDF) that offers ultra-high duplex scanning speeds of up to 40 single-sided and 60 double-sided images per minute.
These features enable offices to work more securely, by safeguarding documents with the Smart UX Center’s multi-layered security, as well as efficiently, by simplifying workflows to minimize the more repetitive elements of document management.
Mistake #2: You’re Not Embracing Automation
Speaking of streamlining repetitive tasks, Samsung MFPs’ recently updated suite of powerful printing solutions, Business Core Suite, features a range of intuitive tools designed to make workflow automation and document distribution as simple as possible.
The suite’s Document Workflow Core offers offices a streamlined infrastructure for repetitive digital document handling that’s bolstered by one-click scanning and distribution tools. These allow users to easily (and automatically) organize and distribute scanned or in-bound faxed documents to an array of predefined destinations.
In addition, Samsung’s updated Zone OCR (optical character recognition) technology allows Document Workflow Core to automatically categorize scans and faxes by barcode, caller ID and metadata, and save them as editable digital documents. Such seamless automation significantly reduces the amount of labor required to businesses to file and manage a wide range of paperwork.
Mistake #3: You’re Not Maximizing Your Mobility
If a company’s printing setup requires users to be tethered to their workstation whenever they need to print, it can severely limit employees’ overall efficiency. That’s why these days, forward-thinking enterprises are increasingly embracing mobile printing solutions that enable their employees to manage their powerful printers using just their mobile device.
Samsung’s Smart UX Mobile app, for instance, offers offices with 2- and 4-line printers new levels of convenience by allowing users to easily manage these devices directly from their smartphone’s touchscreen. Samsung Cloud Print is another convenient solution that allows users to easily connect to their office’s Samsung MFPs and print from PCs, phones or other mobile devices, no matter where they are.
And thanks to Samsung’s ubiquitous Samsung Print Service plugin, your company may already be armed with the tools it needs to start embracing mobility and printing more efficiently. Included on many handsets and compatible with all phones and tablets running Android 4.4 (KitKat) or above, the Mopria Alliance-certified plugin has offered over 500 million users around the world access to seamless mobile printing.
Mistake #4: You’re Tossing, Not Shredding
When we discuss proper document management, we’re not only talking about how your business maintains its files, but also how you dispose of documents that have reached the end of their life cycle.
It goes without saying that when documents containing sensitive information are simply thrown out rather than shredded, they’re put at risk of falling into the wrong hands. So, when clearing out office clutter, keep the competition in the dark and safeguard your (and your clients’) privacy by reminding your employees to completely eliminate documents that contain any sensitive information.
In business, as in life, mistakes bring valuable opportunities for growth. By offering simple tools to streamline how they manage their documents, Samsung’s solutions make it easy for businesses to start working smarter and more efficiently.
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