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Aktualna sporočila
Genis has upgraded its e-Office information solution with batch scanning of received mail
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01.04.2010
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The new functionality of batch scanning reduces the digitalization
procedure of received and sent paper mail by up to 60 percent.
KRANJ, 1. 4. 2010 – Digitalization of paper documents is among the most
intensive work processes in electronic operation. Genis, the leading Slovenian
provider of information solutions for electronic operation in companies and
public administration has presented a new version of the renowned e-Office
information solution which enables batch scanning of paper mail. This
possibility increases the efficiency and quality of the work of the employees
in the entry offices, when dealing with a large number of comprehensive
documents. By using a bar code and a simplified scanning procedure, e-Office
reduces the amount of manual work by more than 50%, thus essentially shortening
the entire procedure of capturing paper documents into an electronic system of
managing received and sent mail.
e-Office offers entry into
practically all e-operation systems where digitalization of paper documents
needs carrying out. “The cost of time for digitalization of paper documents can
amount to up to 40 percent of the total costs of the ownership of the
electronic operation system,” emphasized Janko Štefančič, Genis technical
director . “The new e-Office enables organizations even more transparent and
significantly faster management of received and sent mail and other paper
documents, which additionally reduces operating costs."
Batch scanning is supported in both versions of the e-Office, on IBM Lotus and
Microsoft SharePoint platform. Genis has thus enabled the increase in
productivity in all business environments using these two most frequently used
technological platforms of electronic operation.
Batch
digitalization of paper documents differs from the normal digitalization in the
fact that it is not necessary to scan each document separately and enter the
data individually, but instead the related documentation can be captured
simultaneously. The procedure is done in such a way that a sticker with a bar
code is put on the first page of the main document and then the related
subsequent documentation is classified accordingly. With received invoices
consisting of multiple pages, only the first page is marked and inserted into
the scanner, and afterwards the rest of the sheets or additional documentation
can be inserted successively. After the scanning is complete, the required
descriptive data is entered and the entire record is transferred into the main
document system. The user can insert several batches of documents marked in
such a way into the scanner and e-Office automatically detects the beginning or
end of each batch.
The new possibility also simplifies the
classification and forwarding of the documents to the recipients. Different
stickers can be used for marking various types of documents (letters, invoices,
contracts, supply orders, personnel documentation…) or even a separate guiding
sheet can be used which is also equipped with text and graphics in addition to
the sticker. This enables automatic identification of the received documents
and automatic classification into either work procedures: For instance, a
received invoice into the approval procedure or into departmental or personal
folders, which additionally speeds up the procedure and reduces the number of
mistakes.
More information on Genis's information solutions for
e-operation can be found on its web page: www.genis.si.
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