Did you know that studies have indicated roughly a quarter of all employees working in an office environment lose up to a full day of productivity every week searching for poorly named or organized documents?
That’s a lot of time. How would your organization benefit if 24% of your staff members had an extra day on the clock each and every week? Even if the number is half that, it’s still a significant amount of time to be losing to a completely preventable problem.
In today’s blog post, we’ll take a more detailed look at what causes this problem, and then introduce you to the best solution: the Xerox Intelligent Filer app.
Let’s dive in:
The Problem: Poor Naming Conventions and Digital File Organization Leading to Dramatic Reductions in Productivity
It usually goes something like this: you’re having a very busy day at the office. You need to scan a few hard copy documents to get them digitized right away—maybe to email them to a colleague working remotely, or to get them to an important client. The point is, you’re in a rush. In this situation, you’re less likely to give the digitized document an easily-recognizable name and make sure it ends up in the right file storage directory; you’ll probably just give it a (supposedly) temporary name and then move on with your work.
The problem arises when a few days or weeks have passed and you suddenly need access to that file again. The hard copies are long gone, so you’ve got to find the file. Instead of taking you seconds—as it would if it were properly named and organized—it takes you 15 minutes to dig it up, or perhaps more.
This is a pretty common scenario and frankly, we’ve all been there. But the reality is, it’s a waste of time. The opportunity cost of all that lost time is substantial, not to mention the toll frustration and stress can take on a person.
Thank goodness there’s a solution. Let’s learn about it now:
The Solution: The Xerox Intelligent Filer App for Automated File Naming and Organization
Never manually name or organize a scanned document again with the Xerox Intelligent Filer app—it’ll do everything for you. The app uses artificial intelligence to “understand” the document, so that it can name it according to category—like invoices, supply lists, or just about any other type of document—and then deposit the digital file into the appropriate directory.
You have total control over how the app works. You can configure whatever naming conventions you prefer (such as the date the file was scanned, followed by the general category, and then information extracted from the file). You can also choose where files end up during the organization process. Wouldn’t you like to quickly locate specific files without manually sorting through folder after folder? That’s what this app can do for you.
Discover More Innovative, Time-Saving Apps From the Xerox App Gallery, for Your ConnectKey-Enabled Multifunction Printer
The Xerox App Gallery is an online platform where users can explore and download a variety of apps designed to enhance the functionality of their Xerox printers and multifunction devices. The Intelligent Filer App is just one of many feature-extending options at your disposal—just take a look at this one example we wrote about a while back: Rapid Feedback Analysis From Customers or Staff With the ET-Survey App for Xerox MFPs.
If you haven’t upgraded your office to Xerox technology yet, please feel free to contact us or request a free quote.
