5 Ways Document Management Reduces Operational Costs

Putting together proposals is an essential process in winning new business, and collecting receivables, paying bills and getting approvals are just duties that come along with running an organization. But the costs of those processes aren’t written in stone, especially since the advent of digital Document Management.

Today’s CFOs and CIOs are always on the lookout for ways to reduce operational costs. Any change that helps their employees find documents they need more quickly, for example, could help your team become more efficient – reducing your operational costs.

Digital document management (sometimes called enterprise content management or ECM) cuts costs by bringing together a number of concepts, technologies and strategies to reduce or eliminate tedious, time-consuming activities that don’t drive revenue. Often, ECM is able to automate previously manual tasks, such as maintaining financial compliance records.

Here are the top 5 ways document management can help reduce operational costs.

1. Storage Costs

Document Management Reduce Storage Costs

When you switch from paper-based processes to digital document management, you don’t need to purchase expensive file cabinets or pay to store and maintain the hard copies of your business records. As a result, you’re able to free up office space for more productive uses than storing paper archives.

2. Copying and Printing Costs

Document Management Reduce Copy and Print Costs

By moving from paper to digital documents, there’s no need to create multiple copies for inter-office distribution or to file the same documents into a variety of departmental filing systems. A master copy of the electronic document is stored in the system’s centralized repository, where it’s available to all authorized users. Similarly, there’s no more need to create carbon copies of documents sent to customers and store them in-house. The result is that you spend far less time and money on printing, supplies and equipment.

3. Personnel Time

Document Management Reduce Wasted Personnel Time

Document management offers significant improvements in efficiency, resulting in less personnel time spent storing and retrieving documents. Tasks that took minutes or hours with a manual, paper-based system takes seconds with a digital document management system. Since all documents are stored in a centralized location, there’s no more time wasted while waiting for colleagues to provide requested documents.

4. Business Process Costs

Document Management Improve Business Workflow

Using the digital workflows available in a document management system helps you streamline many business processes in accounting, sales, customer service and HR departments. Depending on the department, optimizing these workflows could lead to faster payment collection, lower purchasing costs, higher consumer satisfaction or increased employee retention.

5. Security and Disaster Recovery Costs:

document management disaster recovery and security

With a digital document management system, it’s easy and inexpensive to automatically back up your documents to other secure locations, helping to ensure business continuity in the event of a natural disaster or security breach.

This eliminates the costs of expensive offisite storage for paper backups or creating special disaster-proof archiving rooms. If you need to retrieve these documents in the future, you just click a button – there’s no longer the expense of having documents delivered from off-storage facilities.

If your organization still relies on hard copies and paper-based processes, you’re probably spending too much on basic operational costs. when you consider these five ways digital document management could help you reduce those costs, there’s a great opportunity to improve the bottom line and implement efficient processes that help your company grow.

The content of this article was provided by DocuWare.

Les Olson Company is an authorized DocuWare dealer. DocuWare is an excellent Document Management software that helps businesses get a handle on their document workflows.

Learn more about DocuWare:

 

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5 Tips for Avoiding Email Scams

Cyber security has become one of the most important parts of running a business. One tool none of us can do without is email, but sometimes even the best of us make emailing mistakes that can put us at risk for email scams. Make sure you and your employees know these simple tips for improving email security.

Avoiding Email Scams

1. Pay attention to the sender.

Before you open an email, consider whether you know the email sender. Whether it’s from an organization, person or email address you don’t recognize or they are emailing you about something that has nothing to do with your position, that should be cause for concern.

2. Be wary of emails that ask you for information.

Obviously your bank would never email you asking you to provide information regarding your account but hackers send very convincing emails that are specifically designed to trick you. If you  get any email prompting you for information, you should think twice before providing it. If you have an account with an organization that sends you a suspicious email, go to their website (without clicking the links in the email) and log in or look up their phone number and call them regarding the email.

3. Check hyperlinks before you click them.

All you have to do is hover over a hyperlink to see where it’s going to take you. When in doubt, just hover over it with your mouse and make sure you’ll be taken to a trusted destination.

4. Be on the look out for tricky email and web addresses.

Many times hackers will impersonate reputable companies to gain your trust. Look carefully at the company name in the email address or website. At first glance it may look like a familiar business name but upon further inspection, you may notice something’s not quite right. Certain letters in the name might be switched around or missing, for example, Les Oslon Compny. Looks familiar right? But did you notice something is off? The website might also be slightly different from the organization’s official website.

5. Pay attention to who else the email was sent to.

Was the email sent to other people you don’t know or a group of very random people at your organization? That’s suspicious.

So you think you’ve received as suspicious email. What now? If you’re worried about an email, always forward it to your network administrator. They will want to know if these types of emails are being sent to people within your company so they can respond accordingly. Don’t have a network administrator? Learn how Les Olson Company can help keep your network secure through Managed Network Serivices.

 

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A Look at Managed Network Services by Les Olson Company

For 60 years, Les Olson Company has been providing businesses with the newest technology. From the good old days of fax machines to today’s multi-function copiers and document management software. At Les Olson Company, we have always known the importance of technology to the modern business and we are determined to stay ahead of the curve as it becomes an integral part of the work we all do. Les Olson Company is here for all of your I.T. needs through our Managed Network Services program.

PROVIDING AS MUCH OR AS LITTLE I.T. ASSISTANCE AS YOU NEED

managed network services technical support person

No matter what your business is, you know that it’s impossible to get things done when you experience network issues. Technology has woven itself into every facet of doing business, but what happens when you don’t have an I.T. professional on hand or your I.T. staff is stretched to its limits?

We are here to provide a holistic approach to your I.T. services. Whether you need us to build your I.T. infrastructure from the ground up, or your I.T. staff needs a helping hand once in a while, our expert team is here to provide just the right amount of support. Our goal is to support your business’ I.T. Infrastructure to effectively prevent downtime caused by network issues because you’re busy and so are your employees. Our experts will keep things running smoothly so that you and your staff can focus on what you do best.

PROTECTING YOUR BUSINESS BY SECURING YOUR NETWORK

managed network services network security

Keeping your network secure can be a daunting task. Security threats are constantly evolving, hackers are getting smarter and what worked yesterday may not work today. The thought of someone with bad intentions getting a hold of your company’s proprietary information or wreaking havoc on your network can be scary. One of the most valuable parts of our Managed Network Services is our ability to handle your network security, antivirus management, document security and more to minimize the risk to your business.

HELPING YOU STAY AHEAD OF CHANGING TECHNOLOGIES

Managed Network Services changing technologies

It’s hard to keep up with changing technologies. For the average business owner, it’s not possible to do the research necessary to be constantly “in the know” when it comes to the technologies available to you. If you believe technology is essential to your business’ ability to compete, then it’s important to be proactive rather than reactive when it comes to business tools. We can keep you updated on the latest business tools and trends and help you make decisions to ensure your I.T. Infrastructure doesn’t fall behind or become outdated.

MANAGED NETWORK SERVICES –  FOR ALL YOUR I.T. NEEDS

  • Network Security
  • Remote Helpdesk & On-site Support
  • Anti-virus Management
  • Management of Updates
  • Network Administration
  • Desktop & Server Support
  • Off-site Backup
  • Disaster Recovery
  • Management of Network-connected Devices
  • Microsoft Office 365
  • and much more…

Our Managed Network Services program is a great way to stay on top of changing technologies, protect your network and business documents and prevent downtime caused by network issues all for a predictable monthly fee. Whether you wish to completely outsource your I.T. needs or provide support to your current I.T. staff, take advantage of our expertise so you can focus on what you do best.

Learn more about Managed Network Services:

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Print Your Own Christmas Coloring Book

If you have a Sharp Copier with a Saddle-stitch Finisher, printing your own Christmas Coloring Book is easy. Simply follow these instructions and the kids in your family will have hours of holiday fun with this free Christmas Coloring Book by Les Olson Company.

Print Your Own Coloring Book

1. Download and open our Christmas Coloring Book 2014 PDF file.
2. Inside of the PDF file, click File and select Print from the drop-down menu
3. Select your Sharp Copier model from the Printer menu
4. Click Properties, this will open up your Sharp print driver
5. Select the paper drawer you want to print from (make sure it has 11×17″ paper loaded), under Document Style select Pamphlet Style,  under Finishing in the Staple drop-down menu select 2 Staples, click Okay
Print Christmas Coloring Book Sharp Print Driver
6. Click Print

Print Your Own Christmas Coloring Book

That’s it! Keep in mind that you need a saddle-stitch finisher in order to print booklets. If you don’t have a saddle-stitch finisher, you can still print and enjoy the Christmas Coloring Book by printing it on single pages.

Interested in getting a saddle-stitch finisher for your Sharp Copier?

 

 

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4 Web Printing Hacks to Save Your Business Money

Did you know that it’s becoming more common for employees to print from the internet? If you’ve ever printed from a web browser, you know that it can be extremely wasteful – printing blank pages and pages with content you don’t need or want. By now it’s no surprise that wasteful printing means wasted money as the costs of toner, ink and paper add up. Our goal is to help you use your printing equipment more efficiently so we’ve come up with some printing hacks that will help you save money, especially when printing from the web. For our purposes, we will give you instructions for each tip for Google Chrome and Internet Explorer, though there are ways to do many of these in most web browsers.

#1 – USE PRINT SELECTION

This could be the single most helpful tip for cutting costs associated with web printing. When you print using you web browser defaults, it will automatically print everything, including a whole lot of stuff you don’t want. Use the Print Selection option to only print what you need.

  • Select the part you want to print by highlighting the text with your cursor.
  • Google Chrome: Click “Print” and make sure “Selection Only” is selected in the print dialogue. When selected, you should only see the part you selected in the print preview.
  • Internet Explorer: Click “Print” from the print fly-out menu. In the print pop-up, make sure “Selection” is selected.

#2 – COPY & PASTE TEXT FROM BROWSER

Another great option is to copy and paste from your web browser into a word processor, like Microsoft Word. This gives you control to edit and delete unwanted content before printing. By using this method, we reduced the number of pages in our example from two to one and removed unnecessary colored text.

  • Simply highlight the text and images you wish to copy, right click and select “Copy” or type Ctrl (or Command), C on your keyboard
  • Open up your word processor
  • Right click inside of your new document and select “Paste” or type Ctrl (or Command), V on your keyboard
  • Review the content you pasted, delete any unwanted text or images
  • Print directly from your Word document as you would normally

#3 – PRINT MULTIPLE PAGES PER SHEET

You should be able to print 2 pages side-by-side on one sheet of paper and have the text still be plenty big enough to read. This is a very easy way to cut down on the total number of pages you print. This is called 2-Up printing. If you wanted to print 4 pages to a sheet, it would be called 4-Up printing…you get the idea.

  • Internet Explorer: Click “Print” and then “Preferences” and select 2-Up from the N-Up Printing Drop-down menu. Click “Okay” and then “Print.”
  • Google Chrome: Click “Print” select “Print using system dialogue” at the bottom of the left-hand panel. This will allow you to choose your settings in your regular print driver. Click “Preferences” and select 2-Up from the N-Up Printing Drop-down menu. Click ”Okay” and then “Print.”
    2-up Printing Sharp Print Driver

 

#4 – SELECT PAGE RANGE

When you print from the web, a lot of times the last 2-3 pages that print just have ads or footer information – things that you didn’t really need to print. Use the Page Range feature to specify and only print the pages with the content you need.

  • Internet Explorer: Click “Print.” Under Page Range, select “Pages” instead of “All.” Type in the page number or numbers you want to print, separated by commas. Click “Print.”
    Select Page Range Sharp Copier
  • Google Chrome: Click “Print.” In the Pages section, select the text box under “All.” Type in the page number or numbers you want to print, separated by commas. Click “Print.”
    Select Page Range Google Chrome

 

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Top 5 Reasons to Lease Your Office Equipment

If you’re looking to replace your office equipment or perhaps purchase equipment for the first time – you’re probably wondering whether it’s best to lease or purchase the equipment outright. While there are good reasons to choose either option, here are the top 5 reasons to lease your office equipment, rather than purchase it.

Why You Might Want to Lease Your Office Equipment:

#1 KEEP YOUR TECHNOLOGY CURRENT

Outdated Office TechnologyTechnology changes at an astounding rate. Even in the course of just one year, a piece of technology you purchase could go from being cutting-edge to obsolete. That being said, technology has never been a more important part of an efficient business. The many advances in business technologies have allowed us all to do more with less. That’s why businesses can’t afford to be left behind by being stuck with old, outdated technology. From your computers, to the software you use to your copiers and printers – your technology can become outdated every 3-5 years, slowly dulling your competitive edge. When you lease your office equipment, you have the opportunity to upgrade and refresh your technology on a regular basis, making you more nimble and productive year by year.

#2 PAY NOTHING UPFRONT

Signing Lease for Office EquipmentThis is a big one. Everyone knows the old saying “You have to spend money to make money.” While this is true, it’s also important to keep money in your business’s bank account. Leasing your office equipment can mean the difference between taking thousands of dollars from your pocket to invest in equipment that will soon become outdated OR getting the equipment you need and paying a low monthly price. This means that more of your capital is available to help cover other business expenses, especially the unexpected ones.

#3 PREDICTABLE MONTHLY EXPENSES

Predictable Monthly Business ExpensesWhich brings us to #3. When leasing your equipment and paying a monthly price, your expenses become much more predictable. When you purchase equipment outright, the cost of the equipment is only part of the total cost of ownership. Things like maintenance, repair and consumable supplies need to be considered as well. Many times the cost of things like service and supplies is built into the monthly cost of the equipment lease for a certain amount of time or a certain number of pages so that you don’t have to pay on an as-needed basis during that time.

#4 GET NEWER, MORE SOPHISTICATED TECHNOLOGY

More Sophisticated Business TechnologyIt’s true what they say, you get what you pay for. That can be a struggle for some businesses, especially those that are small or just starting out. In a lot of cases, business owners have to make a choice between having the best technology for the job or having the technology they can afford. Sometimes the cheaper option can hold you back from making good progress or getting your work done with less error and in less time. When you lease your equipment, you have more freedom to choose more productive, more sophisticated technology because you don’t have to come up with all of the money at once.

#5 IF YOU LIKE IT, YOU CAN PURCHASE IT

End of Lease Equipment PurchaseGood news, if you get to the end of your lease and you decide you love your equipment and don’t want to upgrade it, you can purchase it! Usually you can purchase it for a very good price. Many businesses that lease equipment will purchase the end-of-lease equipment in addition to leasing new equipment. This is a great way to purchase equipment you know you like very inexpensively while adding newer, more efficient equipment to your collection. This is an especially good option if you are consistently growing and need more equipment than you did before.

Les Olson Company offers a variety of business products that can help make your office workflow more efficient including Sharp Copiers and Digital Presentation Boards, HP Printers, Document Management Software and much more. We are also proud to be able to offer our customers the option to lease their equipment through our in-house leasing company, Revco Leasing.

Benefits of Leasing Through Revco

  •  You can seamlessly upgrade or add equipment to your lease through Les Olson Company
  • Profit and productivity is achieved through the immediate availability and use of the equipment
  • Working capital can be conserved and invested in your business
  • Purchase option can be exercised at any time
  • Accounting and depreciation is simplified
  • Today’s prices can be locked in
View our line of products & services:

 

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Our Copier Data Security Policy

Chances are you have at least one copier in your office. It’s also very likely that a great deal of sensitive information passes through your copier each day as people copy, print, scan and even fax documents that contain valuable information. Ask yourself, what would happen if the wrong person were to get a hold of those documents?

You probably replace your copier every few years, so it’s very important to know what happens to the data on your copier when it’s returned or exchanged. That’s where having the right partner becomes essential. Not all business equipment dealers have a policy in place for keeping the data on returned equipment secure but Les Olson Company does.

Data Security, Data Security Policy

Les Olson Company’s Data Security Policy for Returned Equipment:

We have a comprehensive plan to ensure that no private data can be leveraged for a Sharp or HP printer or MFP (copier) returned to our company. We also remove all hard drives from all machines that are traded in, and wipe them, even if they are not one of the brands we sell. Hard drives that are removed are wiped to DoD 5220.22-M 3 Pass Standard using a program called WipeDrive Professional. WipeDrive is used by many organizations, including the U.S. Department of Defense, the U.S. Army, Navy, Coast Guard, Department of Homeland Security, the United States Postal Services, Hewlett Packard, IBM and many more. WipeDrive is a compliant wipe disk tool for HIPAA, Gramm-Leach-Bliley Act, Sarbanes-Oxley Act, The Patriot Act, Identity Theft and Assumption Deterrence Act and others. Learn more about compliance.

What if you want to keep your device’s hard drive?

If you would like to keep the hard drive from your machine, we will remove it for $150.00. This fee covers our costs for purchasing a new hard drive for the machine, installing it and reprogramming the machine to make it functional again. If you would like to wipe the machine’s hard drive yourself and return it to us, we will remove it from the machine at no charge.

We can also wipe the hard drive for a copier you wish to keep or use elsewhere:

If you need your copier’s hard drive wiped so that it can be donated, sold, or moved to another office, we can wipe your hard drive for you for $250. This covers the cost to do the following:

  •  Remove the hard drive from the machine
  • Take the hard drive to our office and wipe it to the DoD 5220.22-M 3 Pass Standard
  • Re-install the wiped hard drive into the machine
  • Re-install machine firmware, and reconfigure settings to make the machine operational again

When this is done, we will provide you with a report certifying that your hard drive has been properly wiped.

Have questions about our Data Security Policy?

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Section 179 – Can it save you money in 2014?

Section 179 Tax Benefit

Have you taken advantage of Section 179 this year? For business owners, it can be hard to keep track of all the tax benefits available. That’s why we want to make sure you know about Section 179. What is it? Section 179 is an incentive created by the U.S. Government to encourage businesses to buy equipment that can help make them more efficient and successful.

Section 179 allows businesses to deduct the full purchase price of qualifying equipment purchased during the 2014 tax year. Many people might think this incentive is no longer available, however, you can still take advantage of Section 179 by writing off up to $25,000 of equipment for your business.

When your business buys equipment, you typically have to write it off a little bit at a time through depreciation, over the life of that equipment. Section 179 allows you to write it all off now (up to $25,000).

HERE’S HOW IT WORKS

Lets say you purchased $20,000 of equipment from Les Olson Company; let’s see what happens when Section 179 is applied using a 35% tax bracket.*

TOTAL PURCHASE PRICE:             $20,000
TOTAL 1ST YEAR DEDUCTION:     $20,000
CASH SAVINGS:                              -$7,000
TOTAL  COST AFTER SAVINGS:    $13,000

WHAT TYPES OF EQUIPMENT QUALIFY?

According to section179.org, the following types of equipment qualify for this benefit:

  • Equipment (machines) purchased for business use
  • Tangible personal property used in business
  • Business Vehicles with a gross vehicle weight in excess of 6,000 lbs
  • Computers
  • “Off-the-shelf” Computer Software
  • Office Furniture & Equipment
  • Property attached to your building that is not a structural component of the building (i.e.: a printing press, large manufacturing tools and equipment)
  • Partial Business Use (equipment that is purchased for business use and personal use: generally, your deduction will be based on the percentage of time you use the equipment for business purposes).
Les Olson Company offers a variety of qualified products that can help your business improve your document workflow for an even more productive 2015, including:
If you haven’t taken advantage of Section 179 for 2014, consider giving your business a boost with one of our great time-saving products.

 

*Although a 35% bracket is common, not everyone may be able to use it. Be sure to consult with your accounting department or tax specialist to determine appropriate deductions for your business. For restrictions, visit irs.gov.

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DocuWare 6.6 New Feature Overview

DocuWare recently announced the latest update to their Document Management Software, DocuWare 6.6. This newest release includes new features that make this useful software even more intuitive. What’s new? Here are some of our favorite new features.

RECENT SEARCHES

Automatic storage of the last five search queries. Quickly find documents you’ve recently searched for in the filed cabinet with the Recent Searches feature.

Benefits

  • Easier to find the documents you’re looking for
  • No need run another search for an item you’ve recently pulled

DocuWare 6.6 Recent Searches Feature

STORAGE OF SEARCH QUERIES AS TASK LISTS ON THE DESKTOP

This new feature requires Task Manager License. It creates a desktop shortcut to all of your tasks in DocuWare. Individual searches can now be saved so that they are easily available to you – whether you wish to create a list in DocuWare, save a link on the desktop, or simply store the search as a favorite in the browser. In each case, it only takes one click to access the desired documents. This saves you from having to constantly enter the same search terms.  It is also practical to save the search if the documents that you need to process can always be identified using specific index words.

Benefits

  • Documents to be edited quickly in this view
  • Easier to access frequently required documents
  • Create individual document lists yourself

Note: To be sure that you are always working with the valid versions, do not save documents locally – always run a search.

NEW FEATURES FOR LISTS

  • Counter for currently listed documents
  • Color coding for new documents entered into the system

OPTIMIZED STAMPS

Documents in lists will now automatically display the next document after you finish stamping the previous document, allowing you to quickly stamp and approve a series of documents for maximum workflow efficiency.

COPY TEXT INTO CLIPBOARD

DocuWare OCR’s each document stored. Now when you view documents, you can copy and paste the recognized text to the clipboard to be used in other external applications or export it to a CSV file.

DOCUWARE IMPORT

DocuWare Import now supports 3rd-party scanning XML imports. This new enhancement allows DocuWare users to use their existing front-end scanning software (such as Kofax, Drivve Image, or Fujitsu Paperstream software) to scan and automatically index documents for DocuWare. You can now import documents from external applications so that the indexing data is supplied with the documents as XML files in DocuWare Control format. Requires DocuWare Import.

Benefits

  • Allows your scan service provider to supply you with the files of your scanned documents AND the associated indexing data
  • You can import documents from other applications, e.g. your ERP.
  • Faster storage of documents
  • Effortless indexing
DocuWare 6.6 Paperstream

NEW CONNECT TO OUTLOOK INTERFACE

DocuWare 6.6 includes a new interface for Connect to Outlook for an improved user experience. This applies only to users with the Connect to Mail or Connect to Outlook Module. Emails from Google Mail and Microsoft Exchange can be archived in DocuWare in either their original EML format or as a PDF.

Note: If emails are saved in original format EML, they do not have to be converted. This makes archiving much faster on the one hand and, on the other hand, excludes errors in displaying the converted email.

Benefits

  • Original emails are archived faster, as there’s no need for conversion
  • Original view of the archived email is retained
  • New updated user interface within Outlook makes storage and various storage profiles easier
docuware connect to outlook interface

INTELLIGENT INDEXING

Intelligent Indexing Service can now be activated and configured centrally in DocuWare Configuration. This makes system administration easier when working with the intelligent indexing module. This new feature only applies to users with Intelligent Indexing Service.

docuware 6.6 intelligent indexing service

CLIP OR STORE

Intuitively move a document from the document tray to attach to a document in the result or task list using the new drag & drop function. For example – if you want to append the delivery note to an invoice that has already been archived, first scan the delivery note into your document tray. In the second working area in DocuWare, open a result list that contains the invoice. Now simply drag and drop the delivery note to the corresponding invoice. If needed, you can then adapt the order in which the documents are attached. Similarly, you can staple the associated delivery note to an account payable received as a workflow task.

Docuware 6.6 clip or store

CONFIGURE IMPORT OR PRINTER RIGHT FROM DOCUMENT

Directly initiate an import or printer configuration from a document in the document tray. You can also use the corresponding document as an example document for the configuration. Note: The selected document must be accessed in the document tray by DocuWare Printer, or using the DocuWare Import or Scan app.

FREE SCAN APP

DocuWare‘s free scan app, PaperScan, is now also available for Android devices. This handy app allows you to scan your invoices, documents, receipts and any other pieces of paper. Once scanned, you can then upload them to Dropbox, Google Drive or DocuWare and easily share them with others. PaperScan is useful for easily reporting expenses. For example – You can scan your hotel invoices directly after checking out and load the document to your Accounting basket. This, of course, requires you to be connected to DocuWare.

PaperScan uses the advanced processing power found in the latest, top-of-the-range Android devices to trigger our unique automatic scan feature. We are working hard to support further powerful devices in future releases.

Benefits:

  • - Scans documents automatically
  • - Automatically crops and straightens the captured document
  • - Puts several scans in a document together
  • - Scans are exported as PDF
  • - Upload to Dropbox and GoogleDrive in batch mode
  • - Documents can be printed or sent per email
  • - Upload to Docuware
  • - Rename documents
  • - Improved edge detection when capturing manually
  • - Delete pages with swipe and undo if necessary

UPGRADE SIMULATION

Allows us to simulate an upgrade to check for errors.

Want to see these new features first hand?

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