How the MFP became the “Facilitator”
Sand in the gearbox is a pain. Whether it is the misplaced invoice, the incorrectly classified file or documents that have not yet been scanned - all this costs time and ties up capacity. That is why employers are increasingly enthusiastic about digital processes in offices. Sometimes they are surprised to discover which device is at the centre of the drive for digitisation: the multifunction printer, or MFP for short.
The MFP can do much more than print, copy, fax and scan. Its other functions - such as sorting, sending and saving documents - are increasingly gaining in importance. They form the bridge between analogue and digital processes in the office. In our white paper “MFP - the Facilitator” we present an overview of four key features of the multifunction printer.
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1. Monitoring and control of all printing processes
MFPs are linked together to form a printer fleet, and a built-in electronic control centre ensures efficient monitoring. It knows what is happening where at all times - and where things are getting stuck. This speeds up troubleshooting and provides an overview of costs. It is easy to monitor who is printing, copying, faxing or scanning on which device and when with the aQrate software from TA Triumph-Adler.
2. Digitisation of documents
Those who want to avoid more shelf metres of files are focusing on digitisation. Any paper documents that arrive are scanned at the MFP and, with the help of the appropriate software, saved as digital documents directly in the correct folder. Those who work with up-to-date scanning, archiving and workflow solutions have more time for their core business and thereby boost their competitiveness.
3. Integrating MFPs into DMS and ECM solutions
Document management systems, DMS for short, provide an entry point into digital workflows. DMS solutions guarantee fast processes. They provide an overview of all documents and their current status, and they are processed in defined workflows. ECM systems - the acronym for enterprise content management - automate workflows to a much greater extent and tailor folder and filing structures to meet the user's specific needs and preferences. These systems need digitised documents to be able to do this - and the MFP delivers them.
4. Data privacy and security at the MFP
The value of data privacy cannot be exaggerated. Each employee must use a card, smartphone or transponder to prove their identity at the MFP. This means that no document can be scanned, printed, copied or faxed before it is certain that this person is authorised to do so. Security on MFPs is not only about people, but also about data, which is why data are encrypted as standard on modern MFP systems.