Create more value by controlling documentary flows – EconomyMatin

For several decades, printing has experienced a real revolution. But a silent revolution, which can be summed up in three stages.

The evolution of printing

The first corresponds to the first massive deployments of workstations in companies, with individual uses, in a way that is poorly coordinated by CIOs.

The second stage is that of optimization: the growth in printing needs and the number of users has led companies to rationalize their purchases (of materials and consumables) and their fleets with multifunction machines that offer a simplified user experience (intuitive interface, remote accessibility, integration with Cloud applications, etc.).

The third stage is that of Managed Print Services: companies today need to control their document flows. Of course, they can do nothing to adapt their printing systems, optimize their purchases only marginally, do everything in-house with the skills available, or, and this is the most relevant approach, to use managed services.

These are defined as the delegated management of printing services with the aim of controlling costs, optimizing employee productivity and improving document security.

To achieve this, delegated management of print services goes through 5 key steps:

Analyze: understand the environment, the organization, the constraints and the objectives of the company to identify the optimal recommendations. Design: develop the solution, the processes and the appropriate strategy to achieve the objectives
Implement: deploy the designed solution and support the company’s employees for the maximum use of the new document infrastructure
Operate: deliver the services to manage the solution implemented and monitor performance to achieve the objectives Improve: propose new solutions for a virtuous operation of the printing fleet

Towards dematerialization

In addition to printing functions, one of the key functions of multifunction systems is scanning, which allows them to be the entry point for paperless documents.

With the new uses that have emerged in particular with the health crisis, in particular mobility, collaboration and, above all, teleworking, this need to dematerialize documents is accelerating. New operating methods are developing and entering into the corporate culture in a sustainable manner.

By facilitating the digitization and classification of incoming documents (invoices, mail, contracts, etc.), dematerialization makes life easier for users. Users can thus very easily scan, name and classify all types of documents, from any scanning source (multifunction devices, smartphones, tablets, scanners, etc.) then distribute them to their own computer, to the company network, or even drop them directly into a GED or any other business application according to a predefined tree structure.

Security functions (electronic signature, digital safe) guarantee traceability and integrity.

Organizations are managing more and more data. It therefore becomes essential to optimize and automate processes and in particular those of document flows. This acceleration of documentary processes is a necessity. It can be considered gradually, by gradually dematerializing business processes, starting for example with supplier invoices, then customer files, pay slips, etc.The advantage is to respond quickly to a specific business need, with a limited budget, by sequencing in time the stages of the global dematerialization of the business processes of the company.

The need to print remains, and will remain real, but with a different, reasoned and intelligent approach. Support from an expert will ensure successful dematerialization of business processes and document flows.