As enterprises navigate the demands of digital transformation (DX), they are faced with the challenge of streamlining paper-based processes and creating more efficient, accessible and secure digital workflows. In this journey, multifunction printers (MFPs) have emerged as a fundamental tool, helping companies digitise documents and bridge the gap between physical paperwork and digital management systems.

Office printers and MFPs, with robust features such as high-quality printing, scanning, copying and connectivity, are essential for everyday tasks. They are the first step in creating seamless digital workflows¹. By transforming hard-copy data into searchable, indexed digital files, MFPs (including colour copiers), open new avenues for productivity, security and collaboration critical to DX.

Overcoming the Challenges of Digitisation

A common challenge faced by many businesses is the transition from paper-based systems to digital workflows. To learn more about overcoming this challenge, explore our infographic ‘Unlock Your Digital X-Factor’. The longer a business has been operating, the more likely important documents are scattered across physical files and storage units. This can lead to inefficiencies and difficulties in accessing critical information.

FUJIFILM Business Innovation’s MFPs provide an effective solution by enabling the seamless digitisation of paper documents. With their scanning capabilities, these MFPs convert physical documents into searchable digital files which can then be stored in a centralised repository like a cloud-based document management system. This shift to digital storage not only conserves physical space but also enables quicker access to information, empowering businesses to improve decision-making and collaboration.

User-Friendly Interface for Ease of Use

MFPs can streamline document management through high-speed scanning capabilities. FUJIFILM Business Innovation’s MFPs feature user-friendly interfaces that make it easy to scan documents directly to designated folders, such as Finance, Sales or Human Resources. This functionality ensures documents are correctly stored for easy access, preventing errors like uploading to the wrong department.

Additionally, employees can configure shortcuts for commonly used tasks, minimising operational complexity and enhancing user-friendliness, which contributes to greater efficiency across the board. For instance, commonly used address books can be set up within the interface for quick access to frequently scanned destinations. These features simplify workflows, reduce manual errors and boost productivity across teams, ensuring day-to-day operations run more seamlessly and efficiently.

Workflow Automation for Repetitive Tasks

Today’s multifunction printers also support automated workflows, enabling users to create custom, multi-step processes for handling repetitive tasks. For example, employees can establish workflows that automatically route scanned documents to cloud storage or assign them for electronic signatures. These automated steps reduce the need for manual intervention, improving productivity and ensuring documents follow established workflows.

For highly regulated industries like finance, healthcare and legal, where compliance and traceability are essential, MFPs streamline the workflow while reducing errors associated with manual handling.

For example, in finance, invoices or purchase orders can be scanned directly into designated folders. Once in these folders, automated processes continue by routing the documents to the respective people for further action, facilitating seamless payment processing. In the healthcare industry, patient records and ID cards can be scanned into the system to ensure streamlined access and improve accuracy.

In the legal sector, client documents can be scanned or printed with ease. Together with our cost management solution, legal firms may also conveniently recharge printing costs to their clients. In addition, with FUJIFILM IWpro, the entire work process can be integrated for better workspace collaboration enhancing efficient document management.

FUJIFILM Business Innovation’s range of MFPs enables businesses to automate these processes, supporting more efficient operations and reducing the risk of human error.

Cloud Printing and Remote Access

In a hybrid work model, the ability to access and print documents remotely is convenient. Cloud-enabled MFPs allow employees to upload, retrieve and print documents from anywhere, supporting team collaboration even when employees work remotely. These devices enable workers to scan documents directly to cloud storage, where team members can access them securely from different locations.

MFPs can be integrated seamlessly with the cloud, giving employees flexible access to print jobs, photocopying and document management systems. This feature supports enterprises that rely on mobile workforces, enabling efficient and continuous workflows that are crucial to remote work.

Transforming Physical Documents into Searchable Digital Files

For enhanced document management, OCR technology such as Abbey, allows physical documents to be converted into searchable digital files. Once digitised and indexed, documents can be exported to a document management system, where they are automatically stored in the relevant folders for easy tracking and management.

Digitising documents also simplifies data management and makes it easier to incorporate data into business systems and analytics platforms, enhancing data-driven decision-making. And in financial institutions like banks and insurance companies, where financial records and statements are stored, finding the right document quickly and easily can improve the quality of client service and improve customer expectation.

Security for Confidential Documents

As companies store more documents digitally, document security inevitably becomes a key concern. Today’s multifunction printers often include security features such as user authentication, secure print release and encrypted storage options. These capabilities protect sensitive information from unauthorised access, especially important when storing documents in cloud systems.

FUJIFILM Business Innovation’s MFPs offer secure document scanning and storage features to support compliance with data protection regulations. This functionality ensures that confidential information remains secure, even when accessed remotely or shared among team members. By integrating these security measures, businesses can confidently adopt digital document management as part of their DX journey, knowing their data is safeguarded.

When selecting an MFP, consider the following factors:

• Print volume: Choose a device that can handle your organisation's printing needs.
• Features and functionalities: Select an MFP with the necessary features, such as scanning, copying, faxing and finishing options.
• Security: Prioritise security features to protect sensitive information.
• Cost of ownership: Consider the initial purchase cost, running costs and maintenance expenses.
• Environmental impact: Look for energy-efficient and eco-friendly options.

By carefully considering these factors, you can select an MFP that optimises your workflow, boosts productivity and aligns with your business goals.