TAGS count on Smart Work Gateway to save time and effort

Published on the 26/04/2018 | Written by Fuji Xerox

Fuji Xerox_TAGS
icon_case study

AT A GLANCE

TAGS logo

INDUSTRY

  • Financial services

BUSINESS OBJECTIVE

  • Automate scan to cloud document workflow process
  • Support TAGS structured cloudbased document storage system

SOLUTION

  • ApeosPort VI C2271

BUSINESS BENEFITS

  • 50 percent reduction in time to scan and save a document to the cloud
  • Retrieval of documents stored in the cloud-based storage system for printing directly from the MFD

FOR MORE INFORMATION

Fuji Xerox
W: www.fujixerox.co.nz
New Zealand
E: cassandra.powell@nzl.fujixerox.com
T: +64 9 356 4200

Looking for the best cloud technology, Glenn McTaggart went with Fuji Xerox ApeosPort for saving and retrieving customer documents…

While TAGS Accounting & Taxation Ltd “TAGS” may be a new name in the Hutt, the name behind it, Glenn McTaggart, is not. Glenn has over 20 years of experience in the accounting and taxation industry. His company, TAGS, has a wide variety of clientele from small to medium sized businesses, individuals, sole traders, partnerships, trusts and companies which are all catered for.

His team is small but is comprised of highly skilled and experienced people allowing TAGS to provide their clients with personalised and professional advice and service.

TAGS offer their clients a wide range of services including accounting, taxation, business start-up advice, company formation and payroll processing. They are Xero certified, an MYOB partner and belong to ATAINZ.

A fresh new start
Keen to start his new business with the best technology available, Glenn asked long-time business partner Fuji Xerox New Zealand for a demonstration of the latest in high productivity multifunctional devices (MFDs). Glenn and his team had been storing their clients’ documents on a cloud-based storage platform over the last year, so the scanning functionality on the MFDs was of special interest to the company.

The process TAGS previously used to get client paperwork into the cloud took several steps. Users had to scan each document to their email account from the MFD. Once received, the attachment had to be renamed and saved to a structured folder within the cloud.

When the Fuji Xerox team demonstrated the Fuji Xerox ApeosPort VI C2271, it was clear to the TAGS team that this device would help them modernise their processes. The scan, print, fax and copy functions were noticeably better than the ones the team were currently using. And, unlike their old machine, the Fuji Xerox ApeosPort VI C2271 came cloud-ready.

The Fuji Xerox ApeosPort VI C2271, is an 8th generation device which utilises the Smart Work Gateway (SWG) concept. SWG saves users time by scanning directly from their devices to any of the world’s most popular cloud storage providers – including Google drive, Dropbox, Share Point Online and One-Drive.

Customised cloud
Intrigued as they were by the device’s save-to-the-cloud function, the TAGS team voiced one issue with the Fuji Xerox ApeosPort VI C2271. They didn’t see how it would work with their structured cloudbased folders.

“We have a prescribed internal format within the cloud storage platform,” says Glenn. “Each client folder has a unique number code. And within that folder are more folders for GST and PAYE, and also FIN and TAX. We also have a minute book, permanent, correspondence and email folder.

However, the Fuji Xerox team deftly configured their demo account to mimic TAGS’ format within minutes. Using the device’s intuitive control panel, the TAGSs’ team quickly worked out how to name and save files directly to the correct folder. The only remaining question then was, “How soon can it be delivered?”

Simple Cloud service HUB setup
Once the device was delivered to TAGS new Lower Hutt premises at 122 Queens Drive, Fuji Xerox set up the Cloud Service Hub through the SWG and linked their device to their cloud-based platform service.

Instead of needing to go through a lengthy procedure via their desktop computers, the TAGS team can now save their documents directly to the cloud from the MFD C2271 device. After entering a security code they can also retrieve documents for printing using the search function directly from the Fuji Xerox ApeosPort VI C2271 C2271 device.

TAGS sums up
Glenn and his team are very happy with their new Fuji Xerox ApeosPort VI C2271. They love the Cloud Hub Service and how it streamlines all their print and scan processes. The new MDF has saved the business valuable time and effort, and hard copy document filing expense.

“We’ve approximately halved the time it used to take us to scan and save a document to the cloud,” says Glenn. “And you can do it all without moving from the device, so it’s all done in one go. It’s a much simpler and faster process.”

“We’ve approximately halved the time it used to take us to scan and save a document to the cloud.”

Glenn says that scanning directly to the cloud is the way forward for any businesses with a heavy reliance on paper, and now he can’t imagine office life without their MFD Fuji Xerox ApeosPort VI C2271.

FURTHER READING


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