Proven Technologies That Improve Business Processes
We integrate proven technologies to improve our clients’ business processes. These
technologies are the foundation of turnkey solutions that integrate software and hardware
to solve business problems.
On their own, the following technologies are simply nice inventions. However, when they are
combined with an understanding of your business challenges, we can create amazing solutions
that deliver substantial results.
Advanced Imaging Solutions provides integrated document solutions
that improve your business and lower costs. Click on the links below to learn more.
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Transaction Printing
Transactional documents like invoices, bills of lading and shipping
tickets are the backbone of a business’s financial structures.
What is it? Transactional printing solutions (also known as Variable Data Printing or
Electronic Forms) add flexibility and functionality to your business documents without altering the computer
applications that create them.
What Does It Do? Output from your business applications is automatically
modified to print data on plain paper. Data from the original form is digitally mapped to the new
digital form. The bottom line is you print your business forms the same way you always have but
they come out looking great and cost you less.
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• Add Barcodes Virtually any number on your form can be converted to a
barcode. Important data like an invoice number or purchase order number can be converted to a
barcode to integrate with your existing barcode applications or to simplify scanning into a document
management system.
• Print to Multiple Locations Instead of printing multi-part forms on a dot matrix
printer and then distributing them, why not print the copies of the forms where they are needed? For
example, one copy could print for the customer while another copy prints on the printer in the shipping
department. The third copy could be sent as a digital file to the accounting department.
• Add Color Outbound business documents like invoices benefit from
color. Invoices printed in color get paid faster. Plus, you can add marketing messages to
increase sales to your current customers.
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• Make Changes to Your Form Layout Changing the output from most business applications
can be a costly hassle or even impossible. Our transactional printing solutions allow changes to form
layout, logos, addresses, and even fonts to be made quickly though a simple forms design interface.
• Keep a Digital Copy Documents that are printed through a Transactional
Printing system can be stored digitally in common formats like Adobe Acrobat PDF. Combined with a
Document Management system you can search and retrieve digital copies of important documents quickly.
• Eliminate Pre-printed Forms Waste Pre-printed forms cost businesses
billions of dollars a year. Sadly, many of these forms end up being discarded due to
obsolescence. Transactional printing solutions allow you to print forms on plain cut sheet paper and
save you money.
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Document Routing
In today’s world where some information is paper and some is digital, getting the information you
need to the right place at the right time can be both frustrating and expensive.
What is it?
Document Routing solutions bridge the paper and digital divide to deliver
information wherever you need it to go regardless of the format.
What does it do?
For example, paper documents can be scanned at a multifunction
system and sent to a combination of:
• Email addresses
• Fax numbers
• Network server locations
• Web server locations
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To make it even simpler for end users, distribution buttons can be configured to mimic your common
workflows.
For example, the “New Order” button on your multifunction system could be programmed to scan
the purchase order and then simultaneously:
• Read the purchase order number off of the document and name the file
• Email the purchase order to the accounting manage as a PDF
• Fax a copy to the warehouse
• Store a copy in the customer’s folder in a document management system
• Archive a copy in the “Orders” folder on the network server
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Of course, you could also walk up the multifunction system and route a scanned document to any email
address, network file location or even your desktop!
We work with you to configure distribution buttons that match what you do.
Contact us today to learn more about how this technology could benefit you.
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Document Capture
Much of the manual labor in paper processes relates to keying in data from forms. This mundane work is
not only error prone it is also expensive.
What is it? Imagine if you could drop a document in a scanner and have the relevant
information automatically entered into the right fields in a database. Information processing that
took hours could now take seconds and free up staff to do work that adds value.
What does it do? Document Capture uses Optical Character Recognition (OCR) to read text
on a scanned image and enter it into a database. This technology can also be used to read barcodes and even
hand-printed forms.
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Automating data capture brings many valuable benefits:
• Automatically Index Documents Data can be extracted off of forms to use
as index fields for retrieval in a Document Management system. This means that documents can be scanned
in and instantly ready for search across the organization.
• Input Data Into Existing Applications Extracted data can be input
directly into business applications like accounting, inventory management or CRM. Instead of manually
typing data, relevant fields are pulled from the forms as they are scanned.
• Streamline Workflows Document Capture is the foundation for Workflow
Automation. Once the document is scanned the extracted data can be used to trigger automated workflows to
streamline a business process.
• Reduce Errors Document Capture reduces data entry errors. If the system
does not recognize a field from the scanned document, it places the document in a quality control list where
it can be quickly proofed and approved.
To learn more about how Document Capture technology could benefit your organization, contact us today.
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Document Management
Imagine if you could find the information you need in seconds with one search? Today information is stored in many
locations including paper filing cabinets, network servers, local hard drives and email in boxes.
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It’s no wonder that today’s knowledge workers spend up to 30% of their time looking for
information. The scary thing is that many times they don’t find what they are looking for!
What is it? Document Management technology creates a central repository for scanned
paper, digital files and emails. With all of this information in one place documents can be found quickly.
What does it do? Document Management streamlines business processes, helps ensure
compliance with government regulations, facilitates collaboration and creates a disaster recovery strategy.
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• Instant Access Unlike a paper filing system that only has one index field,
documents are filed with multiple index fields. For example, a file could be referenced by customer name,
account number, address, account type and order date. You would only need one of these pieces of information
to find the document quickly.
• Collaboration Document Management allows multiple users to see the same
documents on their computer screen. This allows collaboration without making multiple copies of a file.
Notes and comments can be added to the document so everyone is on the same page.
• Password Protection Security and privacy are the foundation of compliance
with many new government regulations. With Document Management in place, all of your documents are password
protected and your administrators can see a viewing log.
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• Records Retention Enforce a records retention program. With Document
Management, records that have passed their statute of limitations can be deleted and legal liability is
reduced.
• Remote Access If you have multiple offices, home offices or staff that work
in the field, Document Management gives them the information they need. Remote access can allow users
to see files securely over the internet or a VPN connection.
• Disaster Recovery Paper documents are vulnerable to natural disaster, theft
or fire. A Document Management system allows paper files to be backed up off site and ensures business
continuity if disaster strikes.
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To learn more about how you could benefit from Document Management, contact us today.
Workflow Automation
Each solution from Advanced Imaging Solutions adds value. However, the impact grows
exponentially when each of the solutions work in concert to automate your business processes.
Consider a typical business process where products are delivered and the customer is invoiced. The goals of this
process are to get paid as quickly as possible and to ensure the customer is happy. Workflow automation can help
achieve both of these goals.
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Old Process |
Optimized Process |
| Customer Places Order |
Four part form prints out on dot matrix printer.
One copy mailed to the customer
Two copies carried to warehouse
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Transaction Printing generates forms with barcodes
One copy faxed to the customer
Loading copy printed at the warehouse
Driver Copy printed at the garage
PDF copy saved to accounting
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| Warehouse Loads Truck |
Warehouse operator signs top copy and puts in stack
Copies 3 and 4 go to the driver
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Warehouse operator signs the loading ticket and scans it
The ticket is stored in the customer folder in a document management
system
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| Driver Makes Delivery |
Customer signs forms Copy 4 to customer
Copy 3 to driver
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Customer signs delivery receipt and keeps bottom half
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Delivery Tickets Processed
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Tickets are collected and entered into the accounting system by hand
to generate invoices
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Tickets are scanned into the accounting system to automatically release invoices and then
stored in a document management system
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Invoices Sent
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Invoices are printed on pre-printed forms and mailed
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Invoices are printed on plain paper.
Some customers receive invoice by fax or email
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| Payment Received |
Payments are applied.
Checks are copied and filed
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Checks and remittance stubs are scanned to the customer folder in the document management system
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| Customer Service |
Customer service puts client on
hold while they try to find proof of delivery |
Customer service instantly accesses proof of delivery and
emails or faxes it to client |
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Benefits
• Reduced cost
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• Improved customer service
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• Competitive advantage |
• Disaster recovery |
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We can automate your business processes. Contact us today to arrange for a document & workflow
assessment.
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Managed Print Services
According to the Gartner Group, organizations will spend 1-3% of their annual revenue on document output.
With most of this volume going through laser printers, organizations may not have measurable controls on
this significant cost.
Our Managed Print Services gives you control over your laser printing expenditures. For one low
cost per page we will provide all of the supplies and service for your printer fleet. This brings
many benefits ...
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• Lower Total Expenses With our quality remanufactured laser print cartridges, we are
able to provide an affordable cost per page and take care of service and maintenance on your printers.
• Simple Cost Management Print cartridge expenses often get buried as the largest line
items in office supply expense accounts. Instead, you benefit from one invoice for all of your printing expenditures.
Now you can manage this cost.
• Free Up IT Resources How much time does your IT department spend dealing with printer
hassles? Let us take care of printer service and free up your IT resources to work on value-added projects.
To learn more about Managed Print Services, contact us today.
Gain Control Over Print Usage
Our easy-to-use print tracking system will let you track and
audit printing in each department of your organization to gain control over wasteful printing. Plus, you can:
• Route print jobs to different printers based on the size of the job
• Bill prints to clients or departments - our system integrates with common accounting systems
• Assign costs to black & white or color jobs
• Collect monthly/quarterly meter readings
For a FREE 30-day trial of our print tracker program, contact us today.
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