Document Management Services

Access information

wherever, whenever, on any device you own

Itec
Printers

Cost
management

Document
capture

Content
management

Service
management

DOCUMENT MANAGEMENT SERVICES

PRINTERS

INTEGRATED PRINT ENVIRONMENT

OUR MULTIFUNCTION A4, A3 AND PRODUCTION DEVICES ARE ABLE TO FULLY INTEGRATE WITH THE REST OF YOUR DOCUMENT MANAGEMENT SOLUTION FOR COST-EFFECTIVE, SECURE AND CONTROLLED PRINTING.

Your employees can copy, print and scan in black and white or colour depending on the permissions set up on your Itec devices. Sensitive prints can be released at the printer, documents can be access controlled and secure, employees can print or capture information from their mobile devices, all with detailed usage reports to manage costs and unnecessary printing.

All our printers are supported by our technical team, who can be accessed through our National Resolution centre on 086 101 ITEC.

Benefits

Mobile, secure, access- and cost-controlled printing.
Fully integrated with Itec’s workflow solutions.
Automated job handling.
Detailed usage reporting.

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COST MANAGEMENT

COST-EFFECTIVE DOCUMENT MANAGEMENT

TRACK, AUDIT AND CONTROL ALL DOCUMENT INPUT, THROUGHPUT AND OUTPUT ON YOUR NETWORK.

Once Itec has assessed your existing document infrastructure, we will recommend a solution that is the most cost-effective and productive for your business needs. By integrating the best mix of hardware, software and services, we can help you reduce your total document output costs by as much as 30%, streamline consumables ordering, enable you to track and control your employees’ printing, use cloud platforms to reduce systems costs and free up your employees’ time by making information easy to capture, route, archive and access, securely and when they need it.

Benefits

Reduce printing cost overheads by integrating MFPs.
Automate processes to free resources and time.
Save costs and gain control with an integrated solution.
Reduce consumables wastage and unnecessary printing.

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DOCUMENT CAPTURE

AUTOMATED DOCUMENT ROUTING

RETRIEVE DOCUMENTS FROM DIFFERENT SOURCES, PROCESS AND DELIVER THEM WITHOUT MANUAL INTERVENTION, IN YOUR PREFERRED FORMAT TO A SPECIFIED DESTINATION.

Every document management solution needs to effectively route documents through automated processes that save time, and make the documents easily accessible when required.

Step 1- Capture: Itec can securely embed the automated workflow right into your multifunction device, assign scan settings and capture documents from defined folders on your computer.

Step 2 – Process: Even scanned content is made searchable and your documents can be converted into popular file formats such as Word, Excel, PDF, JPEG and TIFF. Documents can be processed with barcodes and zone recognition, and images are corrected and blank pages automatically deleted.

Step 3 – Distribution: Itec will automate your scanned documents to be delivered directly to designated network folders, or popular storage solutions such as SharePoint, Google Drive and Evernote. We can also automate the documents to be emailed.

Benefits

User-friendly application.
Simplified scanning – from 3 to 1 steps.
Good quality, legible documents.
Integrate data and documents with your CRM and ERP.

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CONTENT MANAGEMENT

EASILY AND QUICKLY ACCESS YOUR BUSINESS INFORMATION

FIND, SHARE, AND SECURE DOCUMENTS AND INFORMATION, EVEN IN HIGHLY REGULATED INDUSTRIES.

Itec can help you securely store all of your information, find it instantly and access it anywhere. This process integrates with all the other elements of our document management service and is easy to use and quick to implement. You will be able to securely share information on-premises, in the cloud or in a hybrid of the two. Data security is automated and employees will access only the data you want them to, while still enabling compliant document sharing, collaborating and integration with your existing systems.

Benefits

Scalable, flexible and customisable.
Easy to use.
Secure, controlled, easy access to relevant business information.
Saves time and money – no more searching for or replicating lost documents.

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SERVICE MANAGEMENT

REMOTE PRINT MANAGEMENT

SERVICE-BASED, AUTOMATED REMOTE TECHNICAL NOTIFICATIONS AND CALL LOGGING, CONSUMABLES ORDERING AND METER READINGS.

Itec can remotely monitor your print fleet on your behalf, greatly reducing your print costs and downtime. Without this element of our document management service, up to 40% of your IT department’s time could be spent on printer-related queries!

We receive automated alerts about technical printer faults, and may dispatch a technician after a remote analysis of your device. This reduces downtime and informs our technician what the problem is so he is more efficiently able to address it. We are also able to remotely monitor your consumables levels and automatically process a new order once they reach a pre-defined level. Meter readings are automated and sent directly to us, making billing more efficient and freeing up your employees’ time.

Benefits

Much less printer downtime.
Proactive, more efficient service.
Reduce costs.
Free up employees time for core business processes.

Download Managed Print Services Brochure

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Tell me more about Document Management Services

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Enterprise-grade, cost-effective tools

The top-grade systems used by enterprise are now in reach of all companies. Thanks to cloud platforms, it is very affordable and easy to deploy high-level business applications, scaling them as needed while keeping control of costs.

Integrate systems data for a single truth

Stop wondering if the spreadsheet in front of you is accurate or if someone else has a different copy. By integrating systems and data sources, you can soon have a single truth where and when you need it.

Manage data across the organisation

Data permeates across the business. This data can get lost, be misinterpreted or show up too late for a crucial decision. You take stock of your physical assets, so do the same for data.

Automate core business functions

Since data is the lifeblood of a business, it also touches all parts of it. As such, the data can also reveal processes that can be automated. Invoices and other critical documents can be captures with a phone camera and automatically filed, freeing up staff and resources.

Create effective document output staff can use

You’re only as good as what you know, so arm your employees with the best knowledge. By using an enterprise content management system such as M-Files, documents can be made available securely and conveniently when staff need them.

Integrate document capture with CRMs and ERPs

The CRM and ERP are often the heart of your sales operations. Don’t let it get sidelined: using data capturing technologies and automation, the right information can be shared with core business applications, making them more potent than ever before.

Create archives to effectively tier information

Data is a valuable currency for the business, but not all data is relevant all the time. There are many reasons to keep some data at hand and some archived. Not knowing which is which will consume a lot of resources, as well as impact the ability to make backups.

Stay on top of regulation and compliance

More regulations are coming into play around data, creating new risks for companies. Compliance can be very tricky if your data is in disarray. But it can also become very easy when using effective data management solutions.

Capture company knowledge seamlessly

Don’t let useful knowledge fall through the cracks. Using phones and multifunction printers, documents can be digitised and stored. Digital documents can be tagged and traced. Capturing can be automated to a level that you will know when something is wrong before it goes wrong.

what is document management?

DOCUMENT MANAGEMENT OVERSEES THE INTELLIGENT CAPTURING AND MANAGING OF YOUR ORGANISATION’S DATA.

For example, mobile devices and multifunction printers can digitise documents. Data can be fed into ERP and CRM systems and channeled to the various parts of the company when they need it. Crucial information can be in the hands of employees, even as they sit in front of a customer. A good data management system will transform your business. We have extensive experience in auditing your existing infrastructure, using software such as 3Manager, so we can help build the best document management strategy for you.

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Why implement a document management solution?

THERE ARE GREAT EFFICIENCIES TO BE FOUND IF YOU TREAT YOUR DATA SMARTLY, DECIDING WHAT IS RELEVANT NOW AND WHAT SHOULD BE ARCHIVED.

This can impact storage investment and result in major savings. Good data management is also core to backups, disaster recovery and business continuity. Don’t forget about regulations, compliance and security: all of these can be met with a good data strategy. Being on top of your data makes your company smarter and faster. It can evolve and expand into this new era of opportunities.

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Document Management Services

Access information

wherever, whenever, on any device you own

DOCUMENT MANAGEMENT SERVICES

INTEGRATED PRINT ENVIRONMENT

OUR MULTIFUNCTION A4, A3 AND PRODUCTION DEVICES ARE ABLE TO FULLY INTEGRATE WITH THE REST OF YOUR DOCUMENT MANAGEMENT SOLUTION FOR COST-EFFECTIVE, SECURE AND CONTROLLED PRINTING.

Benefits

Tell me more about Document Management Services

INSIGHTS: LESS NOISE, MORE POISE.

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