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Seminar Highlighted Top Document Scan Techniques

During this year’s inaugural Snacks & Solutions event yesterday, we hosted close to 20 office management professionals from Canton, North Canton, City of Green, Akron and other regions of Stark and Summit Counties who wanted to know more about going paperless. What a fun group! Not only did we share statistics about the economic and workflow benefits of creating electronic documents, but we also offered tips on how to scan documents using a multi-function copier or printer.

If you weren’t able to make our first Snacks & Solutions training seminar (you missed a delicious lunch!), I’ll share a few of the highlights.

Our expert speaker, Randy Hudson, touched on many of the biggest problems in today’s business world that are related to information and document storage and retrieval, including:

  • Information is difficult to find
  • Paper takes up so much space
  • How easy it is to lose important documents
  • Issues created by employee turnover
  • Departments having a difficult time sharing information
  • Long customer response times

Did you know that, on average, 80% a company’s information qualifies as “unstructured data” that resides outside of databases and is often hard to get? In addition, with 30% of documents being lost each year, there’s a tremendous cost associated with document mismanagement.

That’s why document imaging makes so much sense (and cents!). You can capture your data via scanning, optical character recognition (OCR) software, handy drag & drop features and intuitive indexing. When it’s stored and/or archived – whether online, near-line or even offline – retrieval is time- and cost-efficient with simple language queries and Boolean searches.

When we offer our next Snacks & Solutions on Thursday, April 19, Document Management will show guests how easy document and form conversion (going from a hard copy to an electronic file without retyping) can be with today’s advanced OCR technology. If you join us, you can learn how to:

  • Automatically file documents using OCR
  • Capture information directly off of the page as the document is scanned
  • Create an instantly searchable document that can be used by multiple people simultaneously
  • And much more!

I hope you’ll join us! To reserve your FREE seat, register here.

How to Make a Booklet on a Sharp Copier

As Copeco’s customer service trainer, I have a long list of copier and printer FAQs. One question I often get is how to turn letter-size documents into a booklet or pamphlet. If you’ve got a digital Sharp copier, the answer is easy. It only takes a couple clicks on the touch screen, and the copier takes care of the rest.

Schools, churches and similar organizations frequently use this option because booklet publications made in house can help save on outsourcing of small print projects. Many MFPs (multifunction printers), including several Sharp models, will even fold and staple the brochures.

Here’s a step-by-step guide to using a Sharp MFP to create a booklet:

  1. Organize your letter-size documents in the order you want them to appear as booklet pages.
  2. On your Sharp’s touch screen, select “special modes” and then “pamphlet copy.”
  3. Load the documents into the document feeder and press start.
  4. While you wait, the Sharp copier/printer will scan each document into its memory; reduce and rotate the document images so that two will fit onto each sheet of paper in the correct order; and place the images on both sides of the paper.
  5. The copier will fold, staple and place the pamphlets into the finisher for you to pick up.

When it’s time to print additional brochures, either use the original letter-size documents or make double-sided copies of the booklet. I hope your office gets plenty of use out of this booklet-making guide.