Converting your hard copy documents into a digitized format is useful for more than just digital archival—although there’s a lot of benefit to archival alone.
Digitally archived documents, if stored in a redundant manner (i.e., a cloud storage service which guarantees the safety and longevity of your files such as DocuShare from Xerox), will never be lost due to natural disaster, theft, or simple misplacement. They also don’t take up valuable space in your filing cabinets, and are much easier and faster for staff to locate and collaborate on when needed.
But what else can you do with your newly digitized documents?
They can be “repurposed” in a variety of interesting and useful ways, all utilizing the power of your Xerox multifunction printer. Let’s take a look at some of those ways now:
Convert Your Paper Documents Into Editable Files for Word, Excel, and More
Using tools like CapturePoint or Nuance eCopy ShareScan, scanned documents can be converted into fully editable Word or Excel documents, or even the more ubiquitously available Rich Text Format (RTF). This is possible thanks to Optical Character Recognition (OCR) technology.
If you deal with a lot of hard copy that occasionally or frequently needs to be edited, having a perfect or near-perfect “replica” available for Word is a huge productivity boost—it’s about a million times faster than re-creating the document by hand.
Generate Accurate Automatic Document Summaries With the Xerox Summarizer App
The Xerox Summarizer App was one of the entries in our blog post Xerox Timesavers: Scan With Print App & More. This fantastic app does exactly what it sounds like: automatically summarizes long documents into shorter, more easily digested content.
Leveraging the power of artificial intelligence, the Summarizer App can determine which bits of a document are important, and which are (for lack of a better term) fluff. There are two modes to choose from, each with different strengths and weaknesses. In our experiments, the Summarizer App was surprisingly accurate at figuring out what parts of a document were the most important for the reader to know.
Translate Paper (or Digitized) Documents Into Other Languages or Audio MP3s
Did you know that your Xerox multifunction printer is capable of translating digital or scanned physical documents into another language?
It’s true—the Xerox Translate and Print App can help your business or organization eliminate language barriers and participate in an increasingly globalized marketplace with accurate, instant machine translations. Over 44 languages are available, and resulting translated documents can be immediately printed or delivered to one or more email addresses in PDF or Word document formats.
Your paper or digital documents can also be “translated” into audio formats using the Xerox Audio Documents App. With its “text in, audio out” technology, users can export documents to audio MP3 format, perfect for digesting those large documents on the go.
Excited to See More? Visit Our Team at QDoxs to See a Modern Xerox MFP in Action
The tools we’ve discussed today are just a handful of the workflow improvements that can be enjoyed with modern Xerox technology. If you’d like to learn more, we invite you to contact us now or request a free quote. We can also be reached by phone at (562) 435-2769. We look forward to serving you!
