Xerox has released ScanFlowStore, software that allows users to scan hard-copy documents and send them to multiple destinations, such as network servers, document management solutions, e-mail addresses or financial accounting packages such as Microsoft Great Plains.
The software, developed by X-Solutions, a Xerox Business Partner, also connects with legal practice and financial management software packages such as Thomson Elite ProLaw, and scanned files are saved as text-searchable PDFs, making hard-copy documents easy to find on a network server.
"Archives have become more accessible in the digital era, but developing a transparent digital archive can take a lot of effort with scanning paper documents on a specific PC attached to a scanner with a trained operator," says Grant Long, software product manager at Bytes Document Solutions, sole authorised distributor of Xerox products and solutions to 24 African countries. "It takes a lot of time and there's no guarantee that the scanned documents are correctly stored and easily retrievable."
ScanFlowStore makes it possible to scan documents directly from a Xerox multifunction machine. All documents can be digitised without having to install software on local PCs since ScanFlowStore runs on a central server. In addition, it is a middleware application, which means the user does not see the software when working with it, which means they do not need to be trained.
The product makes it possible for office workers to scan documents and select from any of 250 folder destinations on Windows networks to which the documents are stored by the month in which they are created. They can also e-mail the documents to several users and print them to remote locations.
The product can read many standard bar code fonts that is useful for batch scanning and to eliminate manual user data entry at the multifunction device. Bar code separation allows sheet batch scanning. Batches are separated into multiple documents based on the location of the bar code and each document can then be routed to a destination or uniquely named based on the value contained in the bar code.
ScanFlowStore creates PDFs that are 100% text-searchable and they can also be scanned directly into the Xerox DocuShare document management solution. Office workers can also enter additional information using the WorkCentre Pro touch screen to index invoices and any other type of document in the correct collection.
That capability means that workers will be able to start a workflow with a scanned document or receive an e-mail notification and gain additional search functions.
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Bytes Document Solutions, a Bytes Technology Group company, wholly owned by JSE-listed Altron, is the authorised Xerox distributor to 24 sub-Saharan countries. Bytes Document Solutions is engaged in the marketing and servicing of the complete range of Xerox document equipment, software, solutions and services. The company operates through an extensive network of distributors, dealers, concessionaires and channel partners. Its products include printing and publishing systems; digital copiers; laser and solid ink printers; fax machines; digital multifunctional devices which can print, copy, scan and fax; document management software; and supplies, such as toner, paper, and ink. The company also provides software and workflow solutions to businesses for printing books, creating personalised documents for their customers, and scanning and routing digital information. Black economic empowerment partner Kagiso Trust owns a 27% stake of the company. For more information on Bytes Document Solutions and Xerox, visit www.xerox.com/news.
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