Canon imageFORMULA DR-C240

The Canon imageFORMULA DR-C240 is an ultra-compact and powerful desktop scanner featuring a robust design and reliable paper handling for capturing multiple document sizes and formats, including passports.

Benefits:                 

• Boost productivity with fast 2-sided scanning at up to 90ipm
• Easily scan various types of documents including passports with one compact device
• Enjoy peace of mind with supreme paper-handling reliability and durable construction
• Enhance your environment with quiet operation, compact build and elegant design

High-performance and flexible:

The imageFORMULA DR-C240’s premium build quality and productivity-focused features are a breakthrough in this value segment. Offering rapid scanning at up to 45ppm/90ipm, the imageFORMULA DR-C240 is the natural all-round choice for office departments and workgroups. Its quiet operation – and compact, attractive desktop design – make a great impression in front offices and customer service points, for example in banks, hotels, hospitals and government offices.

Customers’ needs:

The Canon imageFORMULA DR-C240’s robust construction and rugged document feeder were developed as a direct result of customer feedback. It represents a step forward in build quality in this scanner’s segment, effortlessly capturing up to 4,000 scans per day. Your productivity is maximised by the 60-sheet ADF that reliably feeds batches of mixed-sized document and media types: from passports and plastic cards to duplex A4, A3 (using folio) and long documents up to 3m in length.

Precision paper handling:

To keep your workflows fluid, the Canon DR-C240 offers a powerful, high-quality feeding mechanism that ensures best in class reliability for scanning various documents, including ultra-thin papers from 27gsm. The ultrasonic Double Feed Detection and Double Feed Release (DFR) function allow scanning to restart quickly, keeping downtime to a minimum.

Easy operation, consistent results:

The imageFORMULA DR-C240 includes a wide range of high quality image processing capabilities. These include automatic page size and text direction detection, text enhancement, a deskew function and automatic colour detection. The user-friendly control panel lets operators scan with a press of a button – accelerating and simplifying scanning tasks.

Rich software bundle:

Canon’s advanced CapturePerfect application enables efficient batch scanning and supports the included Kofax VRS driver for enhanced image quality. To intuitively scan documents, then easily send them to multiple destinations (including cloud services) simply use Canon’s CaptureOnTouch. The bundled eCopy PDF Pro provides powerful PDF creation, editing and conversion tools.

Affordable to run and maintain:

It’s hassle-free to replace the Canon DR-C240’s long-life retard roller and feed roller unit yourself, which keeps your cost of ownership to a minimum. Impressively low power consumption, at just 19W in operation and 1.4W in standby, further drives down overheads while minimising your environmental impact.

Specification:

Click here, to view the Canon DR-C240 in greater school

Please contact us or call us on 01785 785 655 to get a quote and the best maintenance package price for you.

GreenBox  – why should you use it?

Our sister company Ascot Business Solutions introduces GreenBox; a multifunction input device that captures digital records. The GreenBox functionality can be used for the verification of an individual as required by various associations such as FICA and RICA during any enrolment or registration process. The GreenBox document scanning functionality generates digital records of supporting documentation, eliminating the need to make photocopies and captures a high resolution digital photograph, fingerprints, signature with optional passport scan and smart card reader.

Benefits:     

• Enables paperless transactions
• Verifies an individual’s identity
• Small desktop footprint (169mmx350mm)
• Reduces your carbon footprint dramatically
• Electronic records available in real-time
• Transaction time reduced dramatically
• USB powered
• Eliminates the management, transport and storage of paper records
• No photocopying required
• Replaces a paper file with a digital record
• ECT, FICA, RICA, NCA, :
• CPA compatible

GreenBox is a flexible and powerful multifunction device that allows you to input multiple types of documents and biometric information. The device has built-in functionality for the scanning of passports, driver’s licenses, identity papers and any type of document, as well as a smart card reader. This technology gives you the ability to store all these vital documents in one place

Developed by Meniko, GreenBox has a unique biometric functionality that sets it apart from other scanners. A built-in fingerprint scanner can be used to provide the best security for your business, and ensure that the people you are dealing with are who they claim to be, whether they are an employee or customer. In addition, a digital signature reader and identity photograph camera ensures an even greater level of safety and security.

The innovative device is designed with a multitude of sectors in mind. HR and security divisions of any organisation can benefit from what GreenBox has to offer. GreenBox can be of vital use in the areas of employee screening, illegal immigration screening, background checks, student enrolment, medical patient enrolment, visitor screening, secure entry systems, banking services, financial transactions, customer registration and more.

With GreenBox, you will see the benefits of the paperless transactions it provides. Reducing your carbon footprint, reducing clutter and reducing printing and stationary costs. GreenBox lets you use digital storage to its greatest potential. GreenBox is compatible with all major document management systems, meaning that you can seamlessly integrate this technology into your existing system. And it can easily fit on your desk too, with its cutting-edge design integrating all its components into one small piece of hardware.

GreenBox 4001:

The GreenBox 4001 allows you to capture:

• Physical documents, including drivers licences and identity documents
• Digital signatures
• Identity photographs
• Fingerprints

Ideal for security and human resources, this product lets you safely store and check employee, customer and visitor information, all in one easy-to-use piece of technology.

Click here to view and/or purchase the GreenBox 4001

GreenBox 5001:

Allows you to capture:

• Physical documents, including drivers licences and identity documents
• Digital signatures
• Identity photographs
• Fingerprints
• Smart card data

Ideal for HR and financial transactions, this technology allows you to get all the information you need in one paperless process

Click here to view and/or purchase the GreenBox 5001

GreenBox 6001:

Allows you to capture:

• Physical documents
• Digital signatures
• Identity photographs
• Dinger prints
• Passport scanner

Ideal for human resources and secure systems, this product ensures that the person you are dealing with is who they claim to be. The green box 6001 can analyse biometric information, individual signatures, and ID documents like passports and driving licenses, to give you confidence that your business is as secure as possible.

Click here to view and/or purchase the GreenBox 6001

Applications:

• Identity verification
• Customer enrolment
• Initial customer transaction
• Human Capital enrolment/management
• Patient enrolment
• Student enrolment
• Professional enrolment (Medical & Dental)
• Supply chain control

Financial Services:

• Account opening
• Loan origination
• Credit card application
• Bond application
• Insurance applications

Healthcare:

• Patient enrolment/verification
• Medical aid fraud prevention
• Medical professionals enrolment

Retail:

• Account opening
• Customer verification
• FICA/RICA
• Delivery confirmations

Internal Processes:

• HR enrolment
• HR control

Supply chain:

• Dispatch control
• Driver verification

Telecommunications:

• Cell phone applications
• Cell phone upgrades
• Hardware repairs

Education:

• Student enrolment
• Student verification

Government:

• Identity verification
• Identity document applications
• Passport applications
• Customers control
• Tax registrations
• Company registrations
• Voter registration
• Census

Please contact us or call us on 01785 785 655 to get a quote and the best maintenance package price for you. 

Fujitsu Image Scanner fi-7240

The Fujitsu fi-7240 allows the user to scan a wide variety of paper thicknesses (27 to 413 g/㎡), as well as plastic cards with the same feeding mechanism inherited from other Fujitsu high-end models. In addition, Paper Protection constantly checks along the whole document length during scanning and automatically stops paper feeding when error occurs to avoid any damage to the document. All in all these features deliver the reliable scanning experience expected from Fujitsu.

Features: 

• 40 ppm / 80 ipm scanning in colour, grayscale and monochrome
• 80-sheets Automatic Document Feeder (ADF)
• Advanced paper handling technology for the ultimate in feeding reliability
• LED light-source
• Built-in flatbed (216 mm x 297 mm or 8.5 in x 11.69 in.)
• Scanner Central Admin suite
• Embossed card scanning (1.4 mm thickness)
• Comes with PaperStream IP (TWAIN/ISIS) and PaperStream Capture

Reliable Skew Reducer:

The fi-7240 automatically detects the document size when scanning a mixed size batch. Furthermore, it is equipped with Skew Reducer to detect the alignment of scanned documents and correct paper skews to minimize missing the edge of the scanned image. Users can rest assured that the result will be good even when scanning documents that are not aligned correctly.

Fast scanning:

The fi-7240 scans at a speed of 40 ppm (A4, colour, 200/300 dpi). Simply press the scan button and it will start scanning within a second. Scanning with the fi-7240 will not keep you, or your customers, waiting.

Scan brochures and other small booklets:

The fi-7240 has a built-in flatbed (glass surface) that is able to scan thin documents or thick books which are impossible to scan using an ADF scanner.

OCR process:

The PaperSteam IP scanner driver, which supports TWAIN/ISIS, saves the inconvenience of fine adjusting the settings for the OCR process. It automatically converts the images into exceptionally clean images, accelerating OCR even when scanning wrinkled or soiled documents or documents with a background pattern.

Option: Black Document Pad:

Attach the Black Document Pad to the flatbed to make scans with a black background. This enables the scanner to apply image processing like size detection and skew correction to a document scanned with the flatbed so that the resulting image data is properly sized to the original.

Option: Carrier Sheets:

Carrier Sheets allow you to scan documents, photos or clippings larger than A4 size. Documents larger than A4 (such as A3 or B4) or photos and clippings that can be damaged easily can be digitized when using the Carrier Sheets.

* Carrier Sheets (5 sheets per set) can be purchased separately. (The Carrier Sheet should be replaced approximately every 500 scans)

Specification:

Click here, to find out more about the Fujitsu Image Scanner fi-7240

Please contact us or call us on 01785 785 655 to get a quote and the best maintenance package price for you.

All the services we have to offer!

We offer a variety of different services you can use! These include:

• Consulting
• Training
• Document scanning
• Canofile Conversion

Consulting:

We offer a full range of consultancy services in the area of automated data collection, document and records management and business process automation.

Each of our consultants have a wealth of knowledge based on a minimum of 10 years practical experience within the industry. Our senior consultants have each been involved in the implementation of major projects in industry, commerce and the public sector since the early 1990s.

Services include project scoping, tender preparation, technical support, system implementation, system security, business continuity, system administration and operational training, compliance and legal admissibility issues.

We are a solutions company with one aim in mind…to give you the best advice in order to provide a bespoke solution.

Training:

As part of a successful document management installation, we believe that a good, clear understanding from all the users is key to successful working practices. Ascot Solutions (our sister company) provides training that gives a solid grounding into the full

capabilities of all its document management, data capture and business processes management systems. We also tailor training to meet your own requirements so that all knowledge gained is relevant to your own applications and processes.

All training can be performed either on-site or at our state of the art training facility.

Document Scanning Service:

Our investment in the latest technology means that we can offer you a full range of solutions.

These solutions include:

• Scanning to CD/DVD or HDD of all documents, regardless of type, size or condition
• Colour scanning highlighted in areas in red are never lost
• PDF format for use on the Internet and amendable format
• Barcode reading automate index of your documents
• Canon licensed retrieval software provided free of charge, with its easy to use proven technology and wide applications

In helping you solve your document management problems, you can be confident that we are able to identify and deliever the most appropriate solutions for you. We have converted many millions of documents for many major clients in both private and public sector.

Security:

• Storage – we can retain stored documents off-site, if essential, as well as back-up CD’s.
• Quality Control – because of the vital importance of the documents, we ensure that all documents are 100% checked (unlike many of our competitors who cover as little as 5% on a random basis)
• All work is performed in-house – at our Stafford based head office by our own team; we do not use any out workers, as a practice which is rife in our industry.
• A secure environment for your documents – smoke detectors and intruder alarm systems in place in our modern office building.

Confidentiality:

Confidentiality agreements are a precondition of employment for all staff

Canofile Conversion:

Do you still have important data stored on Canofile magnetic optical disk? Canofile is no longer supported by Canon and is an outdated method of storing your valuable information. With every passing year the difficulty of restoring your Canofile data grows to the point of complete obsolescence.

Some data formats and media types stand the test of time, but many do not. As with 3½” and 5¼” floppy disks, the useful life has long since ended for the Canofile format. Organisation that require ongoing access to images stored in Canofile format are probably already facing daily frustrations in doing so, and the situation is destined only to get worse.

We specialise in the quality conversion of Canofile 250/510 Disks to TIFF/PDF formats which can easily be imported into document management systems for network availability, with quick turnaround times and security and confidentiality of your data guaranteed.

Our customers included many FTSE 100 companies, local and central government departments.

Please contact our team for more details, or call us on 01785 785 650 to chat to one of our experts.

Kodak i3400

The Kodak i3400 Scanner is purpose-built to deliver consistent throughput for your office. This A3 rotary scanner can take on virtually any challenge while taking up less space on your desk – making it the perfect fit for any business that doesn’t have a second to waste.

Features: 

• Save space with a robust paper transport and heavy-duty features in a compact, desktop-friendly design.
• Get reliable throughput in colour or black and white, at 200 or 300 dpi.
• Intelligent Document Protection listens for problems and alerts you before they become jams or misfeeds.
• Cardboard, file folders, and extra-long documents fly through the scanner thanks to the straight-through paper path.

Missions accomplished:

• Work efficiently and interruption-free with a design and features that anticipate workflow issues and power past them.
• Get reliable throughput in colour or black and white, at 200 or 300 dpi, on images, text, and mixed-size documents.
• Stack up the work – with a 250-sheet feeder/elevator you can neatly and efficiently scan document batches with ease. Our design ensures continuous throughput with rapid-fire scanning.
• Prevent document damage, safeguard data, and spend less time on rescanning with Intelligent Document Protection (IDP) – it listens for problems and alerts you before they become jams or misfeeds.
• Thick materials such as cardboard and file folders, and extra-long documents, fly through the scanner thanks to the straight-through paper path.

Intelligent, integrated, and ready when you are:

Save time and effort, and get exceptional value, with scanners that think and work like you do.

• Perfect Page technology optimises image quality and intelligently manages a host of image processing tasks. It all happens automatically, with every scan. Sharper images make additional processing functions, such as optical character recognition (OCR), more accurate.
• Save time by using Smart Touch technology to perform multi-step scanning processes with the press of a button.
• Built-in barcode reading delivers data to applications.
• Easily integrate your scanner with all TWAIN, ISIS, and Linux based scanning applications so managing data is as easy as scanning documents.
• Works in Windows, Mac, and Linux environments.

Built for ease, productivity, and longevity:

Make no mistake, these scanners are made to last.

• Shorten the learning curve with devices designed to impress your most experienced employees and intuitively make life easier for workers just getting started.
• Save space with engineering that delivers robust paper transport and heavy-duty features in a compact, desktop-friendly design.
• Get the best possible performance from your scanners and software with a full range of Service and Support contracts available to protect your investment and keep productivity at peak levels.
• If you ever need help in a hurry, count on our world-class Service and Support.

Improved digital workflow:

• Increased efficiency: the new process has virtually eliminated the need for manual data entry, which in turn lowers costs.
• Increased accuracy: the paperwork error rate has been reduced significantly.
• Improved care: faster access to accurate information has contributed to improved patient care.

Specification:

Click here, to view the Kodak i3400 in greater detail.

Please contact us or call us on 01785 785 655 to get a quote and the best maintenance package price for you.

How to manage your time!

It is important to develop an effective strategy for managing your time. Sometimes it seems as though there is not just enough time to do everything that you need to. This can lead to stress, which is unproductive and can lead to you feeling unmotivated and procrastinating. Once we identify the ways which can improve our time management, we can adjust our routines, patterns and behaviours.

Use your time productively:

Identify your goals:

Setting goals is a key component of time management. Setting daily goals allows you to think about what needs to be done and mentally prepare for each task. Some people find it helpful to make a list of their daily tasks. Lists can bring order to chaos and help you organise what is otherwise overwhelming. Once you have worked out what you need to do, you can then work out short-term and medium-term goals. Setting yourself targets and breaking down bigger projects into small, manageable steps. Actively set your goals by deciding what you need to do, how you are going to do it, and when you need it done by.

Prioritise wisely:

Before you begin your work load for the day, prioritise. To-do lists are a great tool, but organise them a little rather than just writing down everything that needs to get done. Group tasks in terms of importance

Stephen Covey offered an organisational tool for your to-do list based on how important and urgent tasks are.

• Important and urgent – tasks that must be done. Do them right away
• Important but not urgent – tasks that appear important but upon closer examination aren’t. decide when to do them
• Urgent but not important – tasks that make the most noise, but when accomplished have little or no lasting value. Delegate these if possible
• Not urgent and not important – low-priority stuff that offer the illusion of being busy. Do them later

Write down your three or four important and urgent tasks that must be addressed today. As you complete each one, check it off your list. This will provide you with a sense of accomplishment and can motivate you to tackle less essential items.

Plan:

One of the worst things you can do it jump into the workday with no clear idea about what needs to get done. The time you spend thinking ahead and planning your activities is trivial compared with the time you’ll lose jumping from one thing to the next (and rarely completing anything). Try one of these two options on planning ahead:

• The day before – at the end of the work day, take 10/15 minutes to clear your desk and put together a list of the next day’s most pressing tasks. It’s a great decompression technique, and you’ll feel better sitting down at a clean desk in the morning.
• First thing in the morning – arrive to work a few minutes early and assemble your prioritised-to-do list. This may prove to be the most productive part of your day,

Organise:

Using an organiser helps you to be on top of everything in your life. It’s your central tool to organise information, to-do lists, projects, and other miscellaneous items. Once you’ve set your goals, you need to break them down into milestones, so you know what you’re aiming for each month, week and day. With the organised goals into milestones, you now have a list in front of you, therefore making it hard to ignore the important daily tasks every day.

Minimise distractions:

Do not multitask:

Many people assume that multi-tasking is a great way to get more done and mange time wisely. However, focusing on multiple tasks at once actually makes you less productive. Tasks will take longer, as you’re not giving one task your full attention. Focusing completely on one task at a time instead. You will get your tasks done quicker, allowing you to make the most of your time.

Shut off your phone:

When possible, turn your phone off. Phones can take up a lot of time throughout the day that you could be using to be more productive. As it’s easier to log onto social media or message friends. Help yourself, and turn off your phone whilst you’re focusing on other tasks.

Avoid interruptions:

Interruptions disrupt your workflow. If you’re in the middle of a task and stop to do something else, it can be hard to get back into the work flow you were previously in. when you’re on a task, try to complete it before starting to do something else. Other things can wait whilst you strive to complete something else. Remember that sometimes disruptions are inevitable. If you receive an urgent call during a task, you should take the call. Do your best to avoid interruptions, but don’t worry over the occasional distraction.

Following a daily schedule:

Using a digital calendar:

Technology is a great way to manage your time and keep track of deadlines, appointments and more. Make use of calendars in your phone and computer. Write down daily tasks, like appointments and your work schedule. Set reminders for yourself. In addition to a digital calendar, it can help to have a physical calendar as a backup. Keeping this in your desk, or carrying it with you in a planner.

Stick to a sleep schedule:

If you want to manage your time, a sleep schedule is vital. A good sleep schedule ensures you’ll wake up early in the morning and be ready for the day. Most people need 7-8 hours of sleep for their bodies and mind to function optimally. To maintain a sleep schedule, go to bed and wake up at roughly the same time each day, even weekends. Your body will adapt to your sleep/wake cycle, leaving you feeling tired at your bedtime and energetic in the morning.

Call us today on 01785 785 650, and speak to one of our experts.

Fujitsu Image Scanner fi-6400

For the paper-intensive back-office, the Fujitsu fi-6400 scanner digitizes tens of thousands of documents a day. With proven feed mechanics and high-quality image cleanup, the Fujitsu fi-6400 sustains a spectacular throughput, providing businesses with an exceptional ROI. Delivering a trusted production scanner in a quiet and compact space.

Features:

• Fast, 100 ppm (simplex) / 200 ipm (duplex) scanning in monochrome or colour (letter, landscape @ 300 dpi)
• Space-saving design with quiet operation and many environmental friendly qualities
• Easy to use operator panel with multi-language support
• Triple Ultrasonic Double Feed Detection with Intelligent MultiFeed ・Function and retain image feature
• 500-page automatic document feeder with adjustable height hopper
• Scanner Central Admin Suite
• Comes with 2D Barcode for PaperStream
• Comes with PaperStream IP (TWAIN/ISIS) and PaperStream Capture and PaperStream Capture Pro is available as an option.
• Maintain optimal up-time and peak performance with Fujitsu service and support

Advanced Features to Maximize Your Productivity:

• Large volume hopper and high speed scanning – To boost the efficiency of large volume scanning at centralized operations, up to 500 sheets can be loaded in the hopper at a time. Together with an impressive scanning speed of 100 ppm (colour, A4 size, simplex, 200/300 dpi, landscape), maximum productivity can be achieved.
• Advanced feeding mechanism –The fi-6400 is capable of digitizing a variety of document types used in many scenarios from ultra-thin receipts to thick documents (20-209 g/m²). In addition, this scanner is equipped with a reliable “paper protection functions” to minimize the risk of documents being damaged even during high speed scanning.

Remarkable small design:

Having a front loading feeding mechanism and low height compact design, the fi-6400 allows operators to perform scanning tasks while sitting at their desk. The scanner is designed to minimize the device’s height to allow users to load and remove scanned documents with ease. This greatly reduces the stress on operators who scan for extended periods of time.

Leading Hardware Technology Paired with Expert Software:

The Fujitsu fi-6400 scanner empowers scanner operators to provide efficient centralized batch scanning. The included suite of PaperStream IP, PaperStream Capture and Scanner Central Admin provides users with a powerful, efficient and easy-to-use image enhancement solution to get organizations up and scanning quickly and easily.

• PaperStream IP – Automatically creates high quality images without manual adjustments – The scanner driver PaperStream IP, which provides TWAIN/ISIS support, automatically converts documents into exceptionally clean images, improves OCR even when scanning wrinkled/soiled documents or documents with backgrounds and eliminates the hassle of fine tuning scanner settings.
• PaperStream Capture – Batch scanning, validate and confirm the document content – PaperStream Capture is an application for scanning and managing scanned images from Fujitsu’s fi Series scanners. Adjusting scanning settings and performing batch scanning, are accomplished easily with PaperStream Capture’s user-friendly interface. With the seamless linkage to the PaperStream IP driver, high quality image processing and batch scanning are performed simultaneously. With just a few easy settings, PaperStream Capture automates sorting and saving of scanned documents. The “Automatic Image Quality Checker” automatically highlights folded and damaged documents allowing effortless validation of scanned images.
• PaperStream Capture Pro – A high-quality, front end scanning software, PaperStream Capture Pro enhances Fujitsu fi Series’ superior scanning abilities with an improved feature set that includes options for high level data extraction and indexing, the import of electronic images, and support for multi-station licensing. PaperStream Capture Pro offers cost-effective improvement tools such as PaperStream IP for optimized image capture. As a distributed capture model, this scanner software captures your data without added costs and resources. This solution benefits organizations and departments that require an efficient yet easy way to convert paper documents into a digital file for high level data indexing and extraction. Improve records management processes and drive down business expenses with PaperStream Capture Pro.
• Scanner Central Admin – Efficiently manage multiple scanners – Using the bundled Scanner Central Admin application, up to 1,000 scanners can be managed from one central location. In addition, the usage status is traced, so periodic replacement of consumables can be performed smoothly.

Automatic stacker:

Automatic Stacker ensures all your scanned documents are stacked neatly after scanning.

Intelligent multifeed function:

The acclaimed “Intelligent multifeed function”, simplifies pre-scanning preparation and improves efficiency by allowing users to ignore false multifeed alerts caused by photos and sticky notes attached to documents.

Specification:

Click here, to view the Fujitsu Image Scanner fi-6400 in greater detail!

Please contact us or call us on 01785 785 655 to get a quote and the best maintenance package price for you.

Telecommuting: benefits, levels and tips

Telecommuting is also known as e-commuting or working from home, generically described as work that can be done from a remote location, i.e. outside a traditional office or workplace setting. It is a work arrangement in which the employee works outside the office, often working from home or a location close to home, i.e. coffee shop. Rather than travelling to the office, the employee will telecommunicate with co-workers and employers via telephone and email. The employee may sometimes go to the office to attend meetings or touch base with the employer. However, there are other options such as conference calls, which means the employee does not need to visit the office

Benefits:

There are several benefits of telecommuting, for both employers and employees.

Benefits for employers:

There are a number of potential benefits for employers when they establish well-designed telecommuting programs for their employees. Below are some benefits:

• Increased productivity: while it might seem out-of-sight employees will take advantage of opportunities to slack off, studies indicate the opposite. Studies show that in one case productivity increased by 13% when employees worked from home. Another study found that telecommuters worked on average, 5 to 7 hours longer than their in-office counterparts
• Reduced turnover: Employee turnover can be a costly proposition for a business. Studies have shown that employees who are able to telecommute tend to be much happier than their in-office counterparts. When employees are happy, they are typically less likely to leave a position, which can add up savings for employers in the long run
• Increase morale: ­this, too, can have an impact on turnover. Employees who are able to work from home and enjoy a better work/life balance tend to feel more valued. A study showed that telecommuters tend to be less stressed and happier than traditional office workers
• Environmentally friendly: telecommuting takes the commute out of the working equation. For eco-conscious companies, this can be a big win
• Economically sound: employees aren’t the only ones who can enjoy financial benefits associated with telecommuting. Company can save a large amount of money annually on each employee who telecommutes.

Benefits for employee:

• Greater flexibility: most telecommuting jobs have very flexible work schedules allowing you to focus on other tasks that equally matter with ease, such as attending to household chores, taking care of children
• Greater fulfilment: generally, you would be happier and more fulfilled than those who work under the traditional working arrangement. This is brought about by a number of factors, including flexible work schedules, minimal supervisions and lack of commuting to and from work
• More savings: telecommuting requires no formal attire, no commuting expenses and no parking fees (or other means of transportation and costs), you are therefore capable of saving more money which can significantly bolster your disposable income.
• Increased independence: telecommuting negates the need for constant reminders, direct supervisions from the mangers and bosses and also offers less stringent working environments. For those reasons you’d be much freer and more independent which contributes to greater fulfilment and productivity
• Suitability to vulnerable persons: telecommuting offers a plausible alternative for the disabled, physically handicapped or mothers who may find it difficult to cope with traditional modes of working and it is the only way they can be co-opted into gainful employment

Levels of telecommuting:

There are four levels of telecommuting which are possible:

• 100% Telecommuting: this category includes virtual jobs and other positions that are 100% commuting. These jobs may involve being part of a distributed team, working for a completely virtual company, or working for a more traditional company that offer 100% virtual work options
• Most Telecommuting: roles that are mostly telecommuting, may require workers to spend at least part of their work schedule in a traditional office depending on the job, you could be free to telecommute for most of your work schedule, but require to come into traditional workplace setting at least some of the time
• Some Telecommuting: Jobs that offer some telecommuting may mean working anywhere from a day or two, a week to several days a month in an office or other non-virtual work setting
• Option for Telecommuting: the term optional sums up this category. A job with an option for telecommuting may lay out the terms of the telecommuting option upfront, or it could mean it’s up to you to negotiate with the employer to reach a mutual agreement about how often you can telecommute and the conditions for completing your work assignments.

Tips for telecommuters:

Working from home opens up a range of possibilities for the way business can work and structure themselves. As well as opportunities, home working brings new responsibilities for the employer and employee. Such as flexible working regulations. Working from home is good on so many levels, not having to commute saves money and time and can make you happier. However, there are many challenges, here are 10 tips to help!

1. Identify a plan – create a daily plan of tasks which need to be completed by the end of the day
2. Use the Cloud – log in from anywhere and never worry about having files with you
3. Regular Routine – get dressed, shower, and act as if you were going into an office.
4. Leave the house – leaving the house separates work and personal time, even if it’s going to work in a coffee shop
5. Enjoy flexibility – focus wavering? Take a break, go for a walk, help to get the creative juices flowing
6. Comfortable Office – a comfortable environment with a comfortable chair means you’re more inclined to stay working, therefore you’ll be more productive
7. Google + hangout – not always possible to meet in person if working all over google + is great for 10 people – similar to skype
8. Working hours – post hours on your door, pretend you’re not home/don’t answer the door/doctors’ appointments. Stop light for family members.
9. Meet in person – Ensure to meet in person every few months – for kinaesthetic learning, white boarding ideas
10. Check in with boss – check in with the boss and co-works throughout the day, emailing/calling

To find out more, please contact us or call us on 01785 785 650 to chat to one of our experts.

Epson Workforce DS-570W

Unlock the full potential of document scanning. The fast and efficient Epson Workforce DS-570W duplex, colour scanner is the intelligent choice for business document management, offering world-class performance and versatility. With the ability to scan at up to 35 pages per minute/70 images per minute, it offers a wide range of media handling options that enable you to rapidly capture, index, store and share your business-critical documents.

It can help your business gain control over critical information, improve the quality of your business decisions, and increase operational and process efficiency.

Features:

• Scans at up to 35ppm/70ipm
• USB 3.0/2.0 connectivity
• Ensure high-quality captures (300dpi)
• Image enhancement processing such as auto size crop, auto skew correction (hard edge) and colour slip reduction, carried out by a high-performance, dual-core CPU with hardware acceleration built in.

Intelligent:

Slow mode, an industry first, enables difficult media to be captured by reducing the roller speed without increasing file sizes. Double feed detection skip means difficult documents like envelopes and post it notes can be processed rapidly.

Versatile:

Scans media between 27-413gsm or as long as 6 metres, and up to A3* in size. The optional flatbed scanner conversion kit (DS-530 only) is perfect for environments where capturing more specialist media from postage stamps to passports is essential.

High performance:

With double sided scan speeds of up to 35ppm/70ipm this allows you to capture bulk jobs quickly and easily as a single file.

Reliable:

The Active Separation Roller System and on-board sensors help prevent document double-feeds and ensures every piece of paper is scanned accurately.

Flexible connectivity:

The DS-570W is the preferred option for sales teams, healthcare workers and government officials. The advanced compact wireless sheet-fed scanner delivers a truly flexible scanning experience so that documents can be captured securely. DS-570W connectivity options include USB 3.0 and 2.0/Wi-Fi/Wi-Fi Direct/Ethernet/NFC/ TWAIN/ISIS/WIA drivers.

Accelerated information processing:

Due to the need for the effective automation of a wide range of processes present in back offices and customer-facing environments, these scanners are designed to streamline record keeping whilst delivering high levels of security, reliability and scalability. These functions are aided by the devices’ ability to ensure high-quality captures (300dpi) at high speeds thanks to image enhancement processing such as auto size crop, auto skew correction (hard edge) and colour slip reduction, carried out by a high-performance, dual-core CPU with hardware acceleration built in.

Seamless integration:

Epson’s intelligent scanning suite (including TWAIN and ISIS compatibility) allows captured files to be shared instantly – seamlessly connecting with your existing document management systems and cloud repositories so that workgroups benefit from better collaboration and improved efficiency.

Powerful imaging technology:

Easily adjust images while scanning, using Epson’s image enhancement software with de-skew and auto rotate functions. Advanced features such as barcode recognition and Zonal OCR allow quick document separation and easy file naming.

Specification:

Click here, to view the Epson Workforce DS-570W.

Please contact us or call us on 01785 785 655 to get a quote and the best maintenance package price for you.

FileDirector – Integrate, Capture and comply with GDPR!

FileDirector is the future for the administration, and distribution of information, because it decreases considerably the time taken to manage and access all of the information within an organisation, allowing you to become more efficient and productive, whilst reducing costs. The definitive in Enterprise Document Management.

Security in any document management solution is vital, therefore FileDirector lets you have complete control over document access, activity auditing, revision control, retention control, and automatic storage of documents and emails.

Capturing information is easy in FileDirector. With support for thousands of scanning and digital input devices, and with predefined Scan Profiles, scanning has never been simpler. FileDirector’s Microsoft Office Integration takes just a click of the mouse to capture documents, spreadsheets and emails.

Classifying documents can be done manually, or taken from the documents themselves by zoned OCR, full text OCR or barcode reading. Index data can be imported from other databases or files, or values can be automatically applied when importing or capturing documents.

Features:

• Built-in control of ISIS & Twain scanners
• Windows client or web browser access
• Integration with the windows desktop & MS office apps
• Audit train, version control, and document control, and document history
• “print” documents in from any application like sage
• Create custom document exception reports

Retrieving documents is a simple task. Type in what you are looking for into the index fields and you’ll get a list of documents back, which you can then view. Or use the full text search option to find documents that contain the word or phrase you want to look for. Viewing documents cannot be more straightforward. Just double-click on the document record and it will be opened. FileDirector supports over 200 different file formats. You can easily page through, view thumbnails of it, and look at any previous versions of it, if it has been revised. You can also open and look at several documents at once.

Process management allows you to send documents to users via a set of predefined steps, where each user or users must perform specific tasks, such as commenting or approving a document. An ideal tool for applications such as invoice processing.

FileDirector supports up to 128 servers working in unison and can cater for thousands of users, whether in the same office, town, country, or spread worldwide. It’s unlikely you will outgrow FileDirector. Storage is not a problem with FileDirector. Working with Microsoft SQL or Oracle, it supports multiple document storage schemes, and can easily handle millions of records and documents.

Benefits:

• Centralise important business information
• Secure your documents and share only with approved users
• Capture information from scanned documents
• Create custom approval workflows
• Make documents accessible to customers
• Easy storage
• Automatic audit trail
• Time savings
• Accessibility and security
• improved customer service

Capture all of your documents:

Paper or electronic, we have the solution:

• Built-in scanning client – capturing information in FileDirector is easy, with support for thousands of scanning and digital input devices, and with predefined scan profiles, scanning has never been easier.
• Multifunctional device integration
• Microsoft office integration – Takes just a click of a mouse to capture documents, spreadsheets and email. Indexing documents can be done manually or taken from the documents themselves by zoned/full text OCR.
• Windows explorer integration – Electronic documents can be saved to FileDirector in a number of ways. By right-clicking a document, select ‘send to’, select FileDirector, an index form window will then be displayed.
• Virtual printer – FileDirector ImagePrinter is a windows printer’s driver allowing printing from any Windows application to FileDirector. The driver converts documents either into TIFF or JPEG files depending on the content of the printed file.
• Automated email capture – The mailstore option automatically processes emails sent and received via SMTP. Can be stored and indexed by subject line, recipient or sender, wide-ranging criteria can be specified for each category.

Improve process efficiency:

• Automatic classification – scanning profiles can be used for automated document recognition via (OCR). This can be done whether you’re scanning hard copy documents or using a scheduler. Once document type is identified, index data can be extracted and tagged against document.
• Document versioning – supports the concept of checking documents in and out for making edits. This allows only one person to work on a document at a time and prevent other team members from overwriting each other’s changes.
• Full text searching – Retrieving documents is a simple task, type in what you are looking for into the index fields, and you’ll get a list of documents back. Or use the full text search option, to find documents that contain the world or phrase you’re looking for.
• Audit history
• Granular security – FileDirector works with Windows user accounts, so there is no need to maintain a separate user database. What a user can see and do in FileDirector is down to the permission they have been granted.
• Automated process management – Process management allows you to send documents to users via a set of predefined steps, each user must perform specific tasks, such as commenting. Ideal tool for applications such as invoice processing.
• Smart phone/tablet access – FileDirector also includes retrieving documents using just a web browser. Supporting over 200 different document formats, very likely to be able to see the document without having the application that created it installed on device.

Integration and management:

• Codeless integration module – Allows you to easily ‘document enable’ third-party applications, by creating links between data fields in FileDirector and the other applications. Once done, on the other application you can search, edit index data in FileDirector.
• Open APO for development
• SDK (software development Kit) – If you develop your own applications, then the FileDirector SDK will allow you to fully integrate. Create new documents, update them, retrieve them, manage security and more!
• Records management functionality
• AD & LDAP sync
• Web Integration – integrate FileDirector browser retrieval functionality into your intranet. This is an easy task with the FileDirector web retrieval engine which is fully customisable, and can be set to require, or not require security credentials from users.
• Support for MS SQL or Oracle
• Server replication & encryption modules

Cabinets, Document types & Index fields:

• Cabinets – quite simply, a cabinet is the overall container where your information is stored. Typically a company will have one cabinet and everything will be stored in here, but in certain cases it may be suitable to create more than one cabinet to improve security. Departments can self-manage a cabinet without affecting anyone else.
• Document Types – within the cabinet you have document types such as invoices, sales orders, statements. For each document type you can specify security rights, so for example only users in HR can be allowed access to the HR records.
• Index Fields – within the document types you can specify whatever index fields you need. If you have a document type for purchase invoices you might specify Date, Invoice Number, and Order Number. Net, VAT and Gross. For statements you might only need supplier and date.

How FileDirector helps comply with GDPR:

Using a document management system (DMS) can help with GDPR compliance. A Document management system stores, manages and tracks electronic documents and electronic images of paper-based information captured through the use of a document scanner (our sister company Scanner Superstore sells scanners such as Canon and Brother, click here to view the range of scanners we offer). DMS ultimately controls and organises documents throughout an organisation. One of our most popular DMS is FileDirector. FileDirector is the future for the administration, and distribution of information, because it decreases considerably the time taken to manage and access all of the information within an organisation, allowing you to become more efficient and productive, whilst reducing costs. Security in any document management solution is vital, therefore FileDirector lets you have complete control over document access, activity auditing, revision control, retention control, and automatic storage of documents and emails.

When it comes to fulfilling a subject access request under GDPR FileDirector has a build in web interface which allows documents to be shared securely through an online portal. This can be placed on a company website and accessing the required documents would be a case of sharing a one-time use login with the person making the request and uploading their documents for them to access. When fulfilling a subject access request under GDPR the documents could be sent by post and email however this is less secure, more costly and is not a good long term solution for sharing thousands of documents.

The right of access – under the GDPR, individuals will have the right to obtain access to their personal data, so that they are aware of and can verify the lawfulness of the processing. The information provided to the individual making the request must be done using “reasonable means” and within one month of request. Compliance without the use of appropriate technology, such as a DMS may prove difficult. By using a document management system such as FileDirector, information stored together in one setting is accessed quickly and easily and can efficiently be sent to the individual requesting ‘the right of Access’ within the set timescale. All user actions within FileDirector have audit trails, recycle bins and can be included in system-wide searched and documents cannot be accidentally deleted; providing confidence that all the right data is located and can easily be passed on. At the point of scanning, key index fields can be collected from a document, information such as order numbers and dates as well as personal information such as D.O.B, names and addresses can all be indexed to allow easy but secure access to customer documents. FileDirector makes this easy by allowing hundreds of documents to be complied through simple use of index fields which can then be sent to the person making the request.

Privacy by design – privacy by design is an approach that promotes privacy and data protection. Data controllers must put technical and organisational measures such as pseudonymisation (the separation of data from direct identifiers so that linkage to an identity is not possible without additional information that is held separately) in place – to minimise personal data processing. Using FileDirector can help ensure everyone is working in the same manner and to the same procedures and can also show strong compliance by evidencing all communications and involvement with a client as well as controlling who has access to what data e.g. clear audit trails. Strict privacy controls govern who has access to what data, with configurable permissions to control what data users can access and what they can do with it. Should the regulator require evidence, a DMS can easily aid with this; showing that steps have been taken to ensure compliance. FileDirector allows you to assign individual users or departments into groups giving them permissions to view or edit certain documents.

Breach notification standards – the GDPR will introduce a duty on all organisations to report certain types of data breaches to the relevant supervisory authority, and in some cases to the individuals affected within 72 hours of becoming aware of the breach. In the unlikely event any breach of data should occur, this can be identified and reported immediately using a DMS such as FileDirector; something that is nearly impossible to do when dealing with paper documentation in various locations. FileDirector, can help streamline investigations with its revision and access control features allowing you to monitor who has accessed documents and what changes have been made. With GDPR also stressing privacy, a document management system can ensure data is not accessed mistakenly and is stored in a secure manner, where the loss, damage and even theft that paperwork could be subjected to is eliminated.

Please contact us on 01785 785 655 to get more information or a quote on FileDirector.