Districts find Value with Data Capture and MFPsEthan Davis
Digital “capture” technologies have been around for quite some time. We’re all familiar with scanning paper documents to make digital images instead, but a new breed of multi-function printers and copiers can extended that capability to include the act of extracting key bits of data along the way.
Indeed, commercial organizations use capture systems to ingest and process documents to support many important functions like claims processing, accounts receivable or human resources…capturing and digitizing information that would otherwise need to keyed in manually. Today, more and more school districts are also leveraging this approach and are finding new value using the data capture techniques available with MFPs.
From Common Copying to Data Capture
Turning a common multi-function copier/printer into a capture workstation is a valuable capability for districts of all sizes, especially when collecting and capturing information and documentation is critical to the process. One example is found in student enrollment where a growing need to reduce the burden of paper in onboarding operations is stimulating the adoption of data capture with MFPs. Districts typically assemble and ship paper documents to a central processing location, and using teams of data entry clerks to capture the information. Data capture with MFPs changes all that with a push of a button.
A New View of Capture
Viewing capture as strictly a scan-and-store activity is overlooking a great deal of opportunity. It’s not just about paper anymore: it’s about capturing and using information in more agile and dynamic ways, with capture technology serving as the bridge between paper and digital media. This new view of capture is quickly being adopted by organizations across all industries. Indeed, a study conducted by AIIM International found that a 67% of the companies they surveyed among their 200,000 member constituents feel that capture will play a key role in their information technology strategies. Ninety-six percent of respondents agree that business process management using capture technologies is an important approach to improving workflow and processes.
Existing Investments, Extended Value
MFPs with data capture give administrative staff and teachers the ability to use existing printer/copiers to capture and enter information directly, where it is then automatically processed, converted and archived as needed based on any number of predetermined workflows. Advanced systems prompt staff members through the process, requesting each document that is required to complete the task. Once completed, the system automatically triggers further actions and case management, initiating continued process activities down the line.
Most school districts are widely dispersed with regional schools, offices and associated facilities. As a result, data capture via MFPs surfaces as an important tool for improvement no matter where employees are located. What can you do to move forward? You will need partners and suppliers with the right mix of experience, expertise and vision to help you capture the value of capture and MFPs. We can help. Contact us today to find out more.