Few industries traditionally use paper records quite as much as the public sector. However, all that is now set to change. All over the world, from Ghana to the United States, governments are moving away from their space-consuming and low-security paper records systems. Although paper will always play an important role in the public sector, many organizations are choosing to digitize archives, freeing up office space and helping staff find data fast.
Although digitization sounds like a laborious and technologically demanding process, you can streamline it by using an all-in-one workhorse device: a multifunction printer (MFP).
Devices like the Samsung MultiXpress 4 and 7 series and the ProXpress SL-M4560FX let you digitize effectively – printing, copying, scanning and sharing data – without having to run back and forth between PCs and printers.
If digitization is your goal, you will need adequate scanning equipment. Samsung MFPs are fitted with cost-effective yet powerful scanning units. Some devices are fitted with duplex scanners, which automatically scan pages on both sides.
The budget-friendly M4560FX’s Dual Scan Document Feeder (DSDF) also lets you scan both sides of a sheet at once. You can use it to scan at speeds of up to 40 single-sided images per minute (ipm), or 60 double-sided ipm.
For more demanding digitization tasks, devices like the MX7 provide a boon. The MX7 is capable of scanning speeds of up to 240 ipm.
Many Samsung MFPs also feature Optical Character Recognition (OCR) technology, which lets users turn scanned files into editable digital documents. Formats like these are perfect if you need to add information to documents after scanning.
Digitizing data can help you keep track of information – and even prevent it from falling into the wrong hands. After all, government ministries all over the world have admitted to losing scores of important documents over the years.
Digitization can help safeguard against this, helping you create a system whereby documents cannot be mislaid. Instead of sorting papers into filing cabinets, you can scan documents and then send them to a range of destinations – directly from your MFP.
Samsung MFPs let workers scan to email, SMB or FTP folders, hard drives, PCs, USB drives and more, streamlining employees’ workflows.
Not all government ministries have the same data storage policies. Some require files to be saved in certain formats. Fortunately, Samsung MFPs are capable of converting scanned data into a range of formats, including PDF, JPG, TIFF and XPS.
Devices like the MX4 series can also help you save on digital storage costs, converting documents into Compact PDF formats. Compact PDFs provide additional compression rates of 30-60 percent for many classes of PDF.¹
Many Samsung MFP devices also let you encrypt PDF files. That means you can manage documents, and ensure sensitive papers stay away from prying eyes.
Many public sector departments require hardware to be compatible with government-approved software solutions. Fortunately, many Samsung MFPs are built on the XOA-Embedded (XOA-E) platform, a Java machine that allows for customization and integration with third-party solutions.
Many of Samsung’s MFPs come with a touchscreen, tablet-like interface called the Smart UX Center. The interface lets users download Smart UX apps and widgets that can help with streamlining efforts.
These include the Smart Scan app, which lets you edit directly from your printer, cropping scans, reducing file sizes and improving readability.
The Dynamic Workflow app, lets you integrate scanning, OCR and document distribution tasks into single, customized workflows. This lets you automate tasks and expiate scanning jobs. Additionally, the app lets you save your workflows as shortcuts, so employees spend less time scrolling through printer menus.
The Scan Customizer is a handy widget which helps multiple staff members simplify their own scanning processes. This helps multiple staff members simplify their own scanning processes, saving time for everyone.
As the world moves into the Industry 4.0 era, governments are starting to realize how important it is to build and maintain digitized records.
Digital archives are easier to secure, search and manage. And with the right kind of MFP, public sector bodies can start building and maintaining records systems that meet the future needs of politicians, ministry staff and the increasingly tech-savvy general public.
¹Compact PDF Specification. (n.d.). Retrieved from http://multivalent.sourceforge.net/Research/CompactPDF.html
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