Integrating Paper and Electronic Documents

Integrating paper and electronic documents

People respect tradition and culture. At the same time, they can also cope with new trends, which Ricoh believes will grow more significant in the coming ubiquitous era. The integration of paper and electronic documents is tradition merging with the new. Thanks to improved computers and peripheral devices, it is now easy to scan a paper document and convert it to electronic files. Today's advanced copiers boast the diverse functions needed in the office, such as copying, printing, scanning and faxing. They are connected to IT network systems, so we can say they are IT devices centrally located in the office. This makes it possible for multifunction copiers to provide a comfortable working environment, making full use of paper and electronic media.

Network-connected multifunction copiers

For example, when we take out a bank loan, we need to submit residence certificates or other evidential documents. A quick look reveals there are many more paper documents required in business processes than we imagine. Advanced multifunction copiers scan these documents and easily send them via a network to the credit assessment center at the bank's headquarters. This improves productivity and the total management of documents.

Beyond improved productivity, quick decision-making is essential in today's office. Whoever enhances the quality and speed of decision-making succeeds in the global marketplace. Take a circulation or authorization system for internal memos. Many documents must be collected and analyzed if informed business decisions are to be made. Such documents are typically paper-based and from diverse sources. They are all over the place. With advanced multifunction copiers, users can get the needed data on paper or in electronic form via networks. Users handle paper and electronic documents seamlessly, which means greater efficiency, higher performance and fewer hours of work.

Programmable multifunction copiers

In fact, these new copiers are computers equipped with interfaces for paper, and connection to the network enables end-users to send documents directly to IT systems. If operation was like earlier machines, which required trained operators, these copiers wouldn't be particularly impressive. Users should not have to worry about how to scan a document, where to send it, etc. And with these new machines, they don't. They merely press an icon on the control panel to specify "WHAT" they want to do, not "HOW." The copier does the rest. Simply, Painlessly, and Powerfully.

Take a simple example:-- Place a receipt on a copier and touch the dedicated icon. The scanned receipt is automatically sent to the accounting division for processing. And because these copiers are connected to the network, the programs on branch office copiers can be changed and managed from the headquarters IT division to reflect changes in business procedures.

Ricoh calls this "Appliance Technology." It is as easy as using home appliances.

Ubiquitous IT society with advanced office solutions

Paper has its advantages while IT has clearly given us better alternatives. Paper cannot compete with e-mail and digital archiving when it comes to convenience and speed. But each plays its own role. Advanced multifunction copiers with both paper and electronic interfaces integrate both worlds, taking the best of each.

Higher efficiency in turn enables workers to spend more time doing intellectually productive work. And advanced usability tailors advanced copiers to most administrative or business environments. These copiers will contribute to building ubiquitous communities, where anyone can enjoy the full benefits of IT.

In conclusion, we see many possibilities for improving office environments and work styles. To bring them to reality, Ricoh has integrated IT systems with a new idea, the "seamless integration of paper and electronic documents."

Ricoh will bring diverse ideas together and advance our technologies, working to find the best way to enrich IT in the ubiquitous age. We believe this will enrich every user's productivity and bring about the "ubiquitous society," where everyone benefits equally from advanced IT.