Gaining Control Over Bloated and Unmanaged Document Processes

Information is the lifeblood of business today. Managing and controlling business-critical information is crucial to driving more efficient work processes and improving knowledge worker productivity. Businesses need an effective content strategy that begins with managing documents and extends through automating workflow.  

When it comes to information management, the biggest challenges are fairly consistent across various industries and vertical markets. A key issue is knowledge workers who are generating and consuming huge amounts of content. In fact, in recent years people have begun producing and capturing more data each day than had previously existed cumulatively since the beginning of time.

How are other businesses dealing with the growing amount of content? Where is it all going? More importantly, what can you do to manage documents more efficiently to ensure safe and secure access to content in the future?

One asset that can be utilized to address these issues is generally available to most organizations and yet has gone largely untapped: the network multifunction printer (MFP). The network MFP can be utilized to address a multitude of issues including print management to better control costs and digitization of content so that even unstructured printed documents can become part of the digital workflow. The MFP can be a gateway to fully integrated workflow automation, allowing an organization’s paper-based processes to become part of an optimized workflow, helping to create deeper levels of employee collaboration and allowing for stricter governance of information security and compliance.

Most businesses fail to make this connection. The prevailing view is that the MFP is just another piece of office equipment, a peripheral device for scanning, copying, and printing. But today’s office-class MFPs are much more sophisticated, with embedded operating systems and support for cloud-enabled, integrated document solutions. New tablet-like control panels simplify the most complex of procedures and allow for customization and on-board applications.

When coupled with integrated workflow solutions, the network MFP becomes an invaluable IT asset, helping businesses cut costs by reducing print consumption and eliminating the use of non-essential paper. At the same time, the MFP can be leveraged to gain control over key business processes to improve productivity, drive process efficiencies by automating workflow, and manage content security — all while providing access to information at the point of need.

These issues are particularly important when considered as part of a managed print services (MPS) engagement. Implemented properly, MPS should streamline your office document strategy — pushing print costs down while creating a more effective and productive business environment. As such, MPS goals should not only focus on output, but on broader strategic objectives related to your overall document and content strategy, allowing you to gain control over your document processes.


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