Secure scanning; ensuring efficient document management and data security

Scanning continues to be a growing market in the office products industry, particularly when said scanner offers all the additional services a business could need to ensure efficient document management and data security. Andrew Cowling, channel marketing specialist at Fujitsu, discusses

Fujitu’s new iX1500 scanner is a stand alone machine which needs no other hardware; it sends documents to where they need to be via wifi without the need to be attached to a computer. It’s an ideal unit for dealers to market to SMB or SoHo offices, as it boasts a compact size and low cost for the small businesses on a budget. Documents are sent directly to a central system, ensuring top efficiency, organisation and security. Want to see how it works and talk about it with an expert? Visit the Fujitsu stand at Dealer Support LIVE on November 22, Jurys Inn Hotel, Hinckley Island, Leicester.
Why add scanners to your product portfolio?
Because the age of digital transformation marches on, and businesses of all sizes need to be involved. SMBs and SoHos are just as keen to become more efficient and save money as larger companies are, and high-efficiency scanning can be a vital component of this. There are a whole host of ways to open up the conversation on scanning and document management with customers, including:
MONEY-SAVING Scanning removes the need to maintain paper-based filing system, which automatically saves money on materials as well as space.
IMPROVED PRODUCTIVITY Document scanning makes it so much easier to find the information you need, when you need it. This saves workers a great deal of time as they find documents in seconds, rather than the potential hours it takes to dig them out of files.
ORGANISATION Having all files stored flawlessly in one place with simple pathways to find them not only makes them far simpler to find and saves time, but impacts the mental well-being of people in the workplace and makes professional life flow much better.
SMARTER WORKING Having this scanned data stored together also means it can be accessed in a variety of ways – such as on smart devices and through a cloud service – which fits nicely into the modern way of working, especially as more and more people work remotely.
DISASTER RECOVER Paper documents don’t tend to survive well in the event of fire, flood or simply loss; digital data is far more robust and can be securely stored both online and in on a disc or memory stick for future use. Scanned documents also won’t deteriorate as physical copies will.
DOCUMENT AND RECORDS RETENTION Records need to be retained not only for the purposes of business use, but also to meet legal and regulatory obligations – such as for GDPR compliance. For example, in the UK, Acts like Sarbannes Oxley and The Companies Act 1985 (Section 221) requires companies to keep accounting records sufficient to give a “true and fair view of the state of the company’s affairs and to explain its transactions”. It also requires adequate precautions be taken against falsification of records and to discover any falsification that occurs. Recent legislation directives are becoming truly focussed on the virtues of operating a digital workplace, embracing mobility and collaboration.
A GREENER WAY OF WORKING Scanning is a paperless process, and often there is no environmental cost when documents are distributed electronically. If documents are scanned, less paper is wasted, transport of documents is reduced and the amount of landfill used is lessened. Reducing paper, its transport and the amount of bleaches used in recycling benefits the environment.
CUSTOMER SATISFACTION Vitally for customers, response times are reduced, information is available in seconds from a computer, and remote locations and global business offices are connected and able to respond to customer needs faster and more efficiently.