Multifunctional Devices (MFD), also known as Multifunctional Printers (MFP), are becoming a common feature in most office environments. They conveniently combine multiple devices (typically a printer, a photocopier and a scanner) into one unit. Since you can perform multiple tasks with one machine, many organizations use all-in-one MFD (or MFP) instead of stand-alone scanners to scan their documents.

Scanning with MFD is not without its challenges, however. The main challenge is establishing organization-wide control over how the documents are scanned. MFD / MFP gives end users flexibility to choose when the documents are scanned, how they are scanned, where they are stored, etc. In a medium-sized or large organization it is very difficult, if not impossible, to control who scans what, when, how and, most importantly, where the digital documents are actually stored.

iGuana’s MFD 2.0 Smart Scanning Add-on for your MFD / MFP was developed to address this challenge and to help your organization ensure that, from a document scanning perspective, you make the most of your investment in your all-in-one device. There is a smarter way to scan with your MFD.

Take Control of Scanned Documents with MFD 2.0

As an organization, you wish to be 100% sure that whenever any document is scanned: a) you know about it, b) it is correctly indexed, c) it is stored (archived) in a structured and legally compliant way, and d) that it can be easily retrieved. At the same time, your MFD users, working in fast-paced, deadline-driven environments, expect scanning to be easy and convenient i.e. a simple tool to aid in their day-to-day work. For them, all that matters is that they can press a button, scan the document and find it later. Since document scanning is not their main job function, even if you establish rules and procedures that individual users have to follow, you cannot guarantee full compliance. This especially concerns organizations that employ hundreds or thousands of staff.

MFD 2.0 Smart Scanning Add-on module from iGuana iDM provides an organization-wide, user-independent control mechanism as a solution to this challenge. It relies on powerful technology working behind the scenes to guarantee correct processing and archiving of all documents scanned with MFD in a legally compliant way.

Smart Scanning with Your All-in-One Device

MFD 2.0 Smart Scanning Add-on takes care of the most challenging aspects of the document scanning and archiving process, in a smart and efficient way. You can think of MFD 2.0 as a set of technology-driven procedures that enable your organization to manage and control your scanned documents. They make your staff’s daily jobs easier, their experience working with MFD more user-friendly, and give your organization as a whole peace of mind.

  • As soon as your document is scanned, it needs to be indexed and classified in a structured manner, otherwise you will have difficulties finding your scanned document. Indexation and structured classification are key to ensuring that you can easily search for and retrieve any document at any time.
  • The document can be scanned in any format, such as PDF, but it should also be available in non-proprietary format, such as TIFF. This reduces the risk of any potential accessibility or compatibility issues in the future, since your documents are stored in multiple formats.
  • The scanned document has to be accurate, complete (no missing pages, etc.) and stored in a revision-proof format with version control. This way you can rest assured that it was not tampered with or changed, and that it conforms to the original paper version.
  • Blank pages, although not necessarily shown to the end user for practical reasons, should never be deleted. From a legal compliance perspective, a missing blank page of a contractual agreement, for example, could be a serious issue, especially if the original paper version is no longer available.
  • Depending on the type of documents that you scan, you may wish to automatically capture important data from these documents, (e.g. invoice number, amount, etc. from incoming invoices). This requires data capture functionality to be integrated with your all-in-one device.
  • All scanned documents have to be stored in a secure, well-structured digital archive, as opposed to a folder on the network. Scanned documents simply stored in department folders (e.g. marketing, accounting, HR, etc.), do not constitute a legally compliant archive.
  • Proper digital storage and archiving also ensures that you can easily and automatically integrate scanned documents (as well as data captured from these documents) into existing systems, such as your ERP, accounting software, CRM, HRM / HCM, etc.

The MFD 2.0 Smart Scanning Add-on can take care of all of these necessary and important tasks, and ensure that you are always in control of your documents.

Make the most of your MFD’s scanning capabilities.
Scan smarter with MFD 2.0.