Cloud document scanners and software help streamline operations

More and more businesses are going digital to streamline operations and meet customer expectations. Making the digital transformation is challenging enough on its own, but for enterprise companies with multiple locations, there’s even more to consider. How will you centralize all of that digitized data? And how can you be sure the right people have access to it?

Thankfully, there’s a smart solution: Using cloud document scanners to scan to the cloud. This strategy helps businesses streamline their operations as they undergo the digital transformation. Here’s why you should scan to the cloud and how it works.

Want to know more about how scanner software enhances productivity and streamlines workflows? Read our guide, A Guide to Scanning Software.

Why should you scan to the cloud?

Scanning to the cloud offers a number of advantages. Among the most important is the fact that it saves businesses time and money, especially for distributed businesses. When you no longer need to ship physical documents to the main office, that amounts to significant cost savings. A centrally managed scanning solution also reduces IT costs and employee training time. Meanwhile, organizations can instantly share documents across the entire company, making critical information more easily accessible.

In addition to boosting your bottom line, a scan-to-cloud strategy helps raise customer satisfaction. Being able to process orders and invoices quickly gives you a competitive edge in your field, as customers often choose the first company that responds to them. With so many customers prioritizing speed, remaining agile and responding quickly goes a long way toward building loyalty.

When you’re managing sensitive customer information, security is paramount. Data breaches and cybercrime cost businesses billions of dollars in 2024 — and that’s not even taking the breach of customer trust into account. Keeping this data in a secure cloud with encryption protocols and other security measures can reduce the risk of data breaches. It also gives your customers extra peace of mind.

How to scan to cloud storage

Step 1: Choose the right cloud document scanner

Scanning to the cloud starts with the right equipment. When shopping for document scanners, choose a model designed for working with the cloud. Whether you’re using an on-premises server or external cloud — more on that later — you should be able to scan to the desired location at the push of a button.

Don’t feel like you have to sacrifice other convenience features for cloud access. The right scanner should optimize the scanning process by automatically improving image quality before uploading.

Step 2: Establish cloud storage location

Using on-premises servers gives you greater control over your data, but it also means you’ll need more IT resources for ongoing maintenance. It can also be more expensive to maintain your own internal cloud.

Using the public cloud is generally scalable and cost-effective — so long as you find the right vendor. This way, you can offload the IT requirements of maintaining an on-prem server while still enjoying the benefits of scanning to the cloud.

Step 3: Find a distributed scanning partner

Maintaining an organization-wide scanning process can take a lot of work. Using a remote distribution solution and scan-to-cloud scanners is an ideal way to centralize those operations. This solution should be able to work with you whether you’re using on-premises storage or the public cloud.

For example, Ricoh’s cloud-based solutions are designed to integrate easily across all locations. They scale with your company and transmit data securely. This reduces IT costs and cuts down on the time needed to train employees.

Step 4: Create a company-wide scan-to-cloud process

Once you have your equipment, cloud, and distribution partner lined up, the only thing left is to create a process for employees to follow. Remote configuration support for scanners and software can go a long way toward getting your business cloud-ready. This way, all your employees have to do is load a document, select its destination, and press a button.

If you don’t have the option to configure scanners remotely, ensure that all teams know how to use their equipment properly. It may take some extra training time to get everything set up, but once everyone is onboarded, the cloud scanning can begin.

Our recommendation: RICOH fi-8170 with Remote Distributed Scanning

Those in the market for a cloud document scanner have no shortage of options. We take great pride in having spent the last 50+ years researching, designing, and developing some of the most advanced and powerful electronics in the world, including our professional grade fi and SP series of scanners.

Built to purpose for the most demanding document handling jobs, fi and SP scanners are capable of processing tens of thousands of pages per day at the highest levels of accuracy. Their intuitive integration capabilities with all existing work suites minimize time-to-value for businesses looking to invest in tools that will pay dividends for years to come.

The RICOH fi-8170 scanner was made with demanding workflows in mind. With speedy scanning, enhanced paper handling, image optimization, and an intuitive interface, it’s right at home in any professional environment. Pair that with PaperStream NX Manager (for private cloud storage) or EdgeXperience (for a Ricoh-hosted cloud) and your scan-to-cloud process will streamline the digitization process and ensure uniformity across locations. Click here to learn more about Ricoh’s distributed scanning solutions.

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