Chipping away at the paper mountain

Chipping away at the paper mountain

Bartter Enterprises, Australia's second largest poultry producer, used to manage 10 different mountains of paperwork, storing pieces of paper in archive sheds at distribution sites, processing facilities, head office and other places of business.

But the company's unorganised administration processes changed once it latched onto document management (DM) solutions, including electronic invoice and delivery docket management from Canon.

The company eliminated inefficiency and duplication by moving to a fully electronic document creation and scanning system, Canon Australia's market segment manager for service, software and solutions, Peter Matthews, said.

The poultry company, which processes in excess of 2.4 million chickens per week and more than 100,000 turkeys in a peak season, is better able to generate invoices and proof of delivery documents each day.

The company re-examined everything from printing and scanning right through to electronic document management.

The hardware consisted of printing and scanning devices, along with software from Canon and another company called Formscape, a third-party application distributed by Canon. Training and integration services were provided by Canon and Total Printing Solutions, a Formscape specialist.

Bartter's document angst is far from unique, which means there is a huge opportunity for resellers to jump into the game. Many of today's businesses are suffocating under mounds of paper, and need to sort through and store an array of electronic documents. They are in desperate need of seriously improved document workflow.

Solution selection

Matthews said resellers can roll up their sleeves and pitch an array of solutions from device management and document accounting software to document distribution, information capture and print intelligence software.

With the latest DM solutions, an organisation can save, retrieve and share information easily and securely.

"By travelling down the DM path, users can respond to customer demands, reducing errors by unifying information from disparate hard-copy and electronic sources into one centralised database," Matthews said.

"It's not simply about offering a product, but providing a workflow solution. The reseller can offer professional services expertise and customise the technology to suit business needs.

"Companies need more efficient ways to store documents for taxation and compliance purposes. Who has access and where is the information being forwarded are top concerns."

Canon's latest security suite controls access to MFDs. The software helps security-conscious organisations control access to print, scan, copy and fax with a swipe-card system.

"The goal is to create business efficiency by solving workflow and print problems," Matthews said. The secure login functionality maintains a job log, providing a method for keeping track of activity for accounting and cost-recovery purposes.

Built on a multifunctional embedded application platform (MEAP), solutions like the Secure Suite are helping organisations deal with document management blues and answer some of the associated security demands.

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