Be more productive with send to e-mail |
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The paperless office is a myth. Abigail J. Sellen and Richard H. R. Harper have even written an entire book on the subject: The Myth of the Paperless Office. Chances are, you don't really need a book to tell you that your office won't be paper-free any time soon. Just look around your desk, in your inbox and mailbox - the continued existence of both proves that the paperless office is a fantasy.
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You can't escape paper |
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The reality is that paper is as important as ever, as these statistics from Delphi, IDC Meta Group, and HP research studies show:
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Business people spend 60% of their time handling documents. |
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More than 40% of internal office communication is through hardcopy documents. |
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Documents account for up to 40% of labor costs and 15% of revenue. |
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Users who have e-mail prefer e-mail to fax. |
| Nevertheless, anyone who has worked with both paper and electronic documents knows that electronic data is much easier to deal with than paper: |
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It is easier to e-mail a document to co-workers than to copy it and walk to their offices. |
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It is cheaper and faster to e-mail a document than to send it via Fed Ex or courier. |
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Electronic data is easier to process and edit than paper data. |
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Electronic data takes up far less floor space than paper data. |
| The bottom line? Paper is an integral--and expensive and time-consuming--element in business communications that is here to stay. Even so, that doesn't mean you can't reduce the amount of paper you handle and improve your business processes to be more productive. And adding send to e-mail capabilities to your arsenal of business tools is a good step in the right direction. |
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What send to e-mail can do for you |
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Send to e-mail is a fast and reliable way to convert paper-based documents to a digital format that you can share via e-mail. This speeds up data processing and routing, and prepares the information for electronic archiving and backup. The benefits to your business can be significant, as these examples illustrate:
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Law firms and doctors' offices need to share client files with other offices around the country and the world. When they utilize send to e-mail instead of Fed Ex, fax, or courier, documents reach a destination faster and the offices save money on shipping, courier, and long distance fees. |
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Marketing firms send advertising layout comps and final campaign proofs via e-mail to get faster client approval and save shipping and long-distance fax costs. |
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Consulting firms want to share information quickly with consultants who are on the road and who want to keep a digital archive of all project documentation, including signed contracts. They use send to e-mail to both exchange data and prepare it for backup. |
| The list could go on and on. Ultimately, any company that needs to save on shipping and courier costs, who wants to streamline its information into digital format, or who could benefit from an easy way to send paper documents via e-mail is a potential send to e-mail success story. |
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How send to e-mail works |
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Equipping your office with send to e-mail capabilities couldn't be easier. Only two key pieces of technology are required:
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A digitizing device that can scan documents and convert them to digital format-- usually PDF but also text using Optical Character Recognition (OCR) technologies. Your options include multifunction printers (MFPs) and digital senders (devices that are designed specifically to digitize and disseminate paper documents). |
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Software to help you direct your newly digitized documents to recipients. |
| HP Offers a collection of complete send to e-mail solutions that can give you just the right level of send to e-mail capabilities to meet your needs and your budget: |
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MFP solutions: For light-to-moderate send to e-mail activities (once or twice a day), your best bet is a multifunction printer that scans, faxes, prints, copies, and can send to e-mail and as well as send to Internet, LAN, Windows, and other network fax. HP MFPs come with send to e-mail software built in, and can be upgraded to support secure e-mail. |
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Digital sender solutions: For heavy-duty send to e-mail needs, consider an HP digital sender: a stand-alone device specifically designed to facilitate digital sending activities. It supports both send to e-mail and send to network fax, and integrates with workflow software, databases, e-mail servers, and your existing office tools. Just like an MFP, HP digital senders have send to e-mail software built into them. You simply scan and send. |
| With the help of a good IT professional, you can quickly and easily integrate both MFP and digital sender solutions into your company's infrastructure so your digitized documents can follow the same processes as those you create electronically. |
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