Venture Computer, the sole distributor in Southern Africa for Lexmark International, today announced the Lexmark Document Distributor software for use with Lexmark`s OptraImage multifunction printers. Lexmark Document Distributor automates and streamlines common document management tasks, such as converting, archiving, duplicating and distributing documents to enhance productivity and reduce costs associated with document production and distribution.
Document management is a critical process for every business. Effective management of document production and distribution can have a dramatic impact on the overall quality, effectiveness and cost of conducting business.
"Using Lexmark`s OptraImage multifunction printers with the new Document Distributor software is a powerful combination for customers looking to automate document flow for improved document impact and reduced costs,`` said Richard Fearon, Business Development Director at Venture Computer.
With the Windows-based Lexmark Document Distributor, multiple document production and distribution tasks can be streamlined into a few easy steps. Using the software and an OptraImage multifunction printer, customers can:
process documents to convert them into a desired format, such as scanning and editing images or plain text
quickly and automatically distribute documents to desired destinations via e-mail, fax or an output device such as another printer or fax machine
automatically archive documents on network servers
For example, a human resource department in the headquarters of a major corporation can take a standard job application to the OptraImage multifunction printer, select the "job application`` option and push the "Go/Send`` button.
Three automated steps occur that were manual handled in the past:
First, the company wants to capture and catalogue applicant job interests and their highest level of educational attainment. The "job application`` profile includes optical character recognition (OCR) for these fields, it automatically captures these fields as an index for the individual application and stores the entire document in a Microsoft Exchange or Lotus Notes database. The indexing allows the company to retrieve the application whenever it`s needed based on the fields most valued by the recruiters.
Second, Lexmark Document Distributor can automatically e- mail the job application to hiring parties within headquarters who are looking for people with the required job interests and educational backgrounds.
Third, the "job application`` profile contains a command to fax the job application to branch offices and franchises with hiring parties who are looking for people with the same job interests and educational backgrounds. The branches and franchises can now rely more on the centralised recruiting resources available at corporate headquarters and reduce the company`s overhead.
These document production and distribution process improvements helped save time, reduce costs, improve the service provided and speed the sharing of valuable information about a hot prospect in a competitive employment environment. Lexmark Document Distributor, in this instance, turned the tedious, manual process of making several copies and then mailing, faxing and archiving those copies into one easy button push.
End-users will benefit from Lexmark`s new software because fewer steps will be needed to accomplish day-to-day work tasks, saving time and increasing productivity. Business owners and managers will benefit from the lower overall cost of getting work done. System administrators will benefit from increased user satisfaction and easy integration into current workflow processes.
The flexibility and easy customisation of the Lexmark Document Distributor software make it ideal for process automation in a variety of organisations, including banks, pharmacies, healthcare and government offices. Companies using Lotus Notes and Microsoft Exchange will also enjoy the cost savings associated with process automation available with features found in the Lexmark Document Distributor - Advanced Edition.
Lexmark Document Distributor comprises four components:
Lexmark ScanBack Utility - A Windows-based wizard for scanning a document back to a user`s workstation from the networked OptraImage
Lexmark Image Manager - A Windows-based application for manipulating, annotating and cleaning up images
Lexmark Document Server - The heart of the Document Distributor system. This Windows NT 4.0/Windows 2000 server receives scanned documents from an OptraImage multifunction printer or the Lexmark Image Manager and processes the scanned document as specified by a customised script
Document Server Admin - A tool for managing Document Server settings, monitoring servers and creating and downloading scripts to OptraImage multifunction printers. Document Server Admin may be installed on a Windows NT- or Windows 2000-based system, independent of the Document Server
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Venture Computer
Venture Computer is the sole distributor in South Africa for Lexmark; and Tally; products including consumables, with offices in Johannesburg, Cape Town, Durban and Port Elizabeth. They were chosen by CRNSA readers as "Distributor of the Year" in 1996, 1997 and in 1998.