From paper to process: empowering your digital workflow

From paper to process: empowering your digital workflow
Bridge the gap between paper and process with intelligent capture and integration
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It's good to digitize documents. It's better to integrate them into your workflows.

Many organizations aim to go paperless (or at least paper light) to make life easier for their people and cut down on routine office tasks. But without the right technology, digitizing physical documents and routing them to the right destinations can increase the admin burden, instead of reducing it.

Even if done efficiently, digitizing documents is only half the story. To gain real business benefit, you need to integrate digital and digitized documents into your business processes to automate and streamline workflows and support digital transformation.

Intelligent digitization, simplified workflow integration

If you use Konica Minolta bizhub MFPs, you can add smart apps and software to your devices that make scanning and digitization a snap, and automate the integration of documents you scan or receive in digital format into your business processes. Our apps and software can:

Recognize document types (or read barcodes) to automatically route digital and digitized documents to the right destination – such as a person, team, application, or workflow (such as invoice approval)
Convert hard-copy documents to a range of digital formats, including Word, Excel, PDF, JPEG and XML – allowing editing or data manipulation in other apps and systems
Extract data (including handwritten text) from forms, contracts, and other business documents using AI-driven optical and intelligent character recognition (OCR, ICR), enabling intelligent document recognition and automated processing
Use AI-powered ICR to extract data and name and classify documents according to their content – for example, file names for invoices can be automatically assigned based on the name of the invoice issuer and the invoice number – and automatically apply metadata
Automate recognition and redaction of personal identifiable information (PII) using AI-powered capability
Use AI to integrate document summaries or automatic translations of documents into your workflow
Allow after-hours scheduling of batch jobs to leave bandwidth free during the working day

Our apps can be operated from the bizhub control panel; or can receive documents via a watch folder or from a device or other source, such as shared folders or cloud storage solutions. AI-powered modules help optimize document processing workflows – further reducing manual effort and improving the accuracy of document-handling.

Your benefits at a glance

Increase efficiency and productivity
Reduce your reliance on paper documents and streamline the scanning and file-naming process to give your people more time to focus on your core business.

Enhance accuracy and consistency
Make tasks and outputs more accurate and consistent with defined workflows and automated and AI-driven steps.

Transform business processes
Automatically integrate digital and digitized documents into your processes and workflows to accelerate your business and support digital transformation.

Get more from your paper documents
Scan printed documents into editable digital formats so you can use and analyze their content in other apps and systems.

Answers to your questions

Document digitization is the process of creating an electronic version of a paper file for storage, archiving, or incorporation into a digital process or workflow. Depending on the digitization software, the digital format can be anything from a simple or searchable scan to an editable document (created using OCR) in a format such as Word, Excel, editable PDF or XML) that can be edited or processed by a person or system.
Konica Minolta offers a number of routes to document digitization. Our bizhub MFPs incorporate document scanning functionality, which you can build on by adding smart apps and software, such as:
- Document Navigator – offers intelligent document capture, processing and routing at the touch of a button, and the ability to capture data from various sources.
- Dispatcher Phoenix – automates large-scale document image processing and routing via workflows that you can customize to meet business needs.
Key benefits include:
- Efficient electronic storage and archiving, simplifying document management search and retrieval; and allowing physical space to be repurposed
- Conversion of paper documents into editable format, making the content accessible for use and analysis in other apps
- Support for digital transformation and automation, by enabling integration of documents into electronic processes and workflows
Whether you receive incoming documents in digital form or digitize documents received in paper format, routing them efficiently is key to workflow automation.
A solution like Dispatcher Phoenix can, for example, help you automate:
- Invoice approvals, with a web portal that streamlines the approvals workflow and routes approved invoices to your enterprise content management (ECM) system
- Distribution of incoming paper-based mail by digitizing documents and sending them by email to the intended recipients
- Forwarding of emails received in a centralized inbox to the appropriate teams or individuals, based on pre-defined keywords or other criteria