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Did You Know: Your Copier Can Scan to the Cloud

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Using your copier to scan to the cloud is straightforward (the specifics WILL be different for different models and manufacturers, but the basic steps are similar).

You’ve heard of “the cloud,” even if you don’t follow technology at all you’ve most likely heard someone use this term. Usually when it’s mentioned it’s with a touch of reverence and a hint that the cloud will solve your technology challenges, which (when used correctly) cloud services really can bring huge business and personal productivity improvements.

The cloud essentially means that instead of your information/documents or your application (like iTunes, Office 365, or personal productivity tool Evernote) “living” on a your computing device (smartphone, laptop, PC, or tablet), they “live” on a third-party hosted platform and you can access the cloud service via the Internet. As with anything IT-related, the cloud becomes more complicated the deeper you dig into it. If you’re interested, this Cloud Computing 101 article is a good starting point for more detail.

My focus is going to be on a quick way the cloud can bring value to your office.

What’s this got to do with your copier? Your copier can be used to scan documents to the cloud for later retrieval.

I encourage you to be sure that you scan to IT-approved and secure cloud service before going any further. Access to documents will help you get your work done, but should be done in a secure environment to prevent sensitive company information from becoming public.

Scan to the Cloud

Using your copier to scan to the cloud is straightforward (the specifics WILL be different for different models and manufacturers, but the basic steps are similar).

Here’s what you do:

  1. Select a document or documents to scan
  2. Select the destination on the control panel
  3. Scan your document
  4. Your document is now retrievable wherever you have an Internet connection and accessible in the cloud

Common cloud destinations are GoogleDrive, Evernote, Dropbox, Box, and document management repositories (such as Laserfiche or Canon’s Therefore). Alternative scanning destinations could be a shared drive, email, or an FTP site.

Why to the Cloud?

In a word: Access. If you have an idea for that presentation, but you’re not in the office – you can quickly access and update a document at home or in line at a coffee shop. Documents stored in Box, Dropbox, Evernote, GoogleDrive, etc. are accessible through any of your devices without having to go through your office VPN. 

It's a Two-way Street

You can also print from the cloud.That document you updated in line to get your coffee is now complete. You want to print it from your office copier. Now, since you have secure printing and follow me, you can release that document from your copier when you get to the office in the morning, so that it’s not just sitting in the output tray for anyone to read. Of course, you need to have accounts with the cloud services to scan to them – and permission from your IT department! 

Scan to cloud is a great way to make accessing and sharing information easy and expand the use of your copier. Check out your copier now for this functionality. If you’d like us to walk you through it, get in touch with us. 

Want to know more about ensuring you have the right office equipment for your office? Click on the image below.

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Topics: Scanning Did you know? Office Equipment Cloud