Output Management

   

Electronic Archiving of Documents

Electronic Archiving of Documents A smart output management system should not only fully automate the archiving of business and office documents, but efficiently output your company’s documents in a variety of formats. This means going beyond laser printing, faxing, e-mailing and web presentation, and having the ability to prepare and hand-over documents to your electronic archive / DMS system. Through PrintMachine´s intelligent data analysing process, documents are automatically faxed, e-mailed, printed and/or sent to the electronic archive system without mistakes and as per pre-configured specifications.

PrintMachine temporarily files the data to be archived and prepares it for the archive system. The hand-over of the data can be triggered manually, or can take place automatically at a certain pre-determined point in time, for example at night. As part of this process, each document formatted and equipped with its static forms overlays is written into a graphic file. Internal listings and reports can be archived in space-saving text files. In addition, a “key file” is generated that contains all relevant search information required for fast and easy retrieval of archived documents.

Major Benefits of PrintMachine

• Print authentic archived business and office documents in any format, such as PDF, and TIFF;
• Documents are indexed automatically in a homogeneous and structured format;
• Independent of their origin and different input data formats, all business and office documents can be archived in one format, e.g. PDF;
• Graphic documents and index files (key files) can be prepared in a way where they can be read and used by any archive / DMS system;
• Filing of documents into an archive / DMS system can be done automatically at a pre-scheduled time, e.g. at night;
• The flexible structure of an index file (key file) can be easily adapted