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Document Management

In today’s fast-paced economy, the success of your business depends on your ability to manage growing volumes of information.

Documents are the vehicles by which you transform raw data into usable knowledge. The managed print services we provide will increase your company’s profitability and efficiency by streamlining the flow of information through your business processes.

Document Routing & Capture

The movement of documents is very important to your organization. It is how you communicate information internally as well as to external sources. Routing and capture are also essential to creating an electronic document management system with easy indexing.

Document Management Programs

With Document Solutions from Hagan Business Machines, there are a variety of options to streamline your document processes and reclaim precious office space that is currently being taken over by clumsy file cabinets.

Document Security

Your documents are important to the success of your company. After all, documents drive most, if not all, of your business processes. Therefore, it is very important they stay secure and confidential.

Electronic Forms

A great way to save money on paper, ink, and toner is to use electronic forms. Electronic forms are easy to update, easy to send to an email address or network folder, and can be printed out on an as-needed basis saving storage and waste on out-of-date forms.


If you want your office to run more efficiently, you need to focus on your workflow. By increasing operational efficiency through workflow optimization you can streamline almost any manual office process. Automated processes save time and eliminate costs.

Smart Solutions

Hagan Business Machines understands how important your intellectual property is to the success of your business. Therefore, we provide a variety of solutions to keep your information safe including access controls and document management software. We offer Re-Rite office automation software that can provide an easy way to store all your company’s information, but still, have it readily available.

Document Routing

At Hagan Business Machines, we have many multifunction systems that can handle document routing right out of the box and with minimal configuration needed.

Document routing involves the direct delivery of electronic documents within an organization. The most common document destinations are:

  • Network folders
  • Email addresses
  • Web folders
  • Databases
  • Accounting systems
  • CRM/ERP systems

Building your document management system starts with converting paper-based documents to electronic documents. To be effective, content management systems must allow for fast, simple, and high-quality capture of paper documents and convert them to electronic images.


Document Management Programs

Document management systems are designed to store, index, and allow secure access to documents in an electronic format. The core of many organizations is dependent upon being reliable, security conscious, and providing mobile user access methods.

Electronic filing and document management is a simple task with our solutions. Valuable information can be made infinitely more useful and accessible in a digital format.

Increased Profitability

With our document management solutions, you will be able to increase your profits by decreasing costs no matter the size or type of your business by creating an easy-to-use document library.

Improved Competitive Advantage

The ability to get a document with the click of a mouse can significantly enhance your office efficiency. If you have business processes that need to be automated an electronic document management system can give you that capability.

Enhanced B2B and B2C relationships

You can even better your customer service. When the client thinks they are getting attention and that the companies they use are keeping up with them on information, it creates a better relationship and reputation. Having all the information ready to be emailed or faxed from your desktop makes it quicker and simpler to ensure customer satisfaction.

Ensured regulatory compliance

Whether it involves clients or the company, compliance is important. This system can provide audit trails, aversion control, and access control to ensure you are in compliance with whomever you need.

Reduced litigation risk and liability

Document Security

Your documents are important to the success of your company. After all, documents drive most, if not all, of your business processes. Therefore, it is very important they stay secure and confidential.

Hagan Business Machines offers a comprehensive security program from Toshiba called SecureMFP. This program not only addresses hard drive security but other aspects of document and devices security as well. We can also help you leverage your Toshiba multifunction to utilize all the security features, options, and services that are available to you including Hard Drive Encryption.

With the SecureMFP program, you will receive a security assessment to analyze the security of each individual device as well as your fleet overall. You will have the chance to see any points of vulnerability. After the assessment, we will provide you with a tailored security plan and help implement the plan efficiently and effectively.

Throughout the assessment, we will focus on four areas:

  • Device Security
  • Access Security
  • Document Security
  • End of Life Security
Contact us today to ensure your documents are safe

How can we help?

Electronic Forms

What are Electronic Forms?

You have a captive audience likely to purchase from you…again. Electronic Forms are one of the simplest ways to get in front of your current clients and encourage them to purchase additional products and services.

Your business forms can personally encourage clients with targeted marketing messages. Electronic forms are customizable forms that you print as needed. Improving internal and external business communication with vendors or customers through these techniques is a vital process in any business.

Creating one-to-one marketing materials

Variable data printing technology and your multifunction systems create compelling, highly personalized, one-to-one marketing materials for your customers’ individual buying habits.

Easier invoice marketing

Electronic forms can allow you to include a special, ad, or call to action for every customer or target certain customers.

Replace your pre-printed forms

By printing your variable form content at the same time as the form on your low cost multifunction device, your business can significantly reduce its costs in producing invoices, statements, delivery document and other forms your system creates for you.

Direct output to multiple locations

In today’s marketplace, your data needs to be available across multiple locations. Some of your customers may want their invoices mailed, faxed or emailed. You may need to print a copy for yourself at the same time. With eform technology, you can have a copy of the document distributed automatically to the location of your choice. With an electronic form, your documents can be sent to all those locations automatically.

Smart Solutions

For the healthcare, legal, education and finance industries, it is essential to protect the integrity of confidential company and customer information.

In light of recent government mandates, security is one of the most important considerations for customers when purchasing document production equipment. Hagan Business Machines understands how important your intellectual property is to the success of your business. Therefore, we provide a variety of solutions to keep your information safe.

Toshiba’s e-Bridge SmartCard

The SmartCard identity card reader connects to your copier console via a high-speed USB port. This feature offers advanced security to eliminate unauthorized operation. The SmartCard reader allows for immediate authentication at customized levels of security and authorization.


FollowMe is an enterprise-scalable all-in-one tool for roaming and secure printing, as well as copying, emailing, faxing and scanning control. FollowMe features unique roaming capabilities that allow users to share output devices anywhere on the network without the loss of privacy and security. This feature can easily be combined with SmartCard authentication to securely and cost-effectively print documents.

Re-Rite Software

With Re-Rite software from Hagan Business Machines, you can instantly convert paper documents and files into fully editable and searchable digital files. You will be able to improve your organization and limit the amount of paper based files and storage space needed. Driven by Optical Character Recognition (OCR), Re-Rite software will save you time by scanning your paper files and quickly and accurately converting them to digital documents. Furthermore, you will be able to save your digital files in one of 16 different formats including PDF, HTML, Microsoft Word and MS Reader.


deskForm is the complete personalized communication solution for cross-channel messaging for small organizations. It allows you to easily communicate both in print and electronically.


deskSystem is a community-based workflow and collaboration desktop application with intuitive document composition and editing. It allows users to quickly build documents from a wide range of file formats, form collaborative workgroup communities for sharing, approvals, signatures, and other processing tasks, and create personalized automated workflows and business processes.


deskRecord is a complete desktop document management system that allows users to quickly and intuitively file, search, retrieve, and share documents. It has all the advanced features required to completely manage all of your electronic documents needs.


DocRecord is a powerful, low-cost, and easy-to-use electronic document management software solution that is both modular and scalable, allowing businesses to configure a solution that best fits their current business challenges and update it over time as requirements change.

e-BRIDGE Document Library

e-BRIDGE Document Library is an integrated document archiving tool optimized for the collection and storage of general business documents.

e-BRIDGE Re-Search

e-BRIDGE Re-Search is a cost-effective and easy-to-implement records management and eDiscovery software solution.

e-BRIDGE Fleet Management System

e-BRIDGE Fleet Management System allows you to instantly gather information from networked Toshiba multifunction systems throughout your company.


Link to TopAccess for advanced settings on Toshiba MFPs. TopAccess is a web-based job and device management tool that allows you to access information about this equipment over the Internet.


DocTransform is a powerful and easy-to-use solution that is designed to fix printing problems and adapt to a wide range of data and print streams.


Workflow and Operational Efficiency

Workflow is simply the movement of documents and tasks through a work process. Workflow includes documents that need to be routed through a task or process because documents are the vehicle by which information moves through your organization.

When you say you want your business to run smoothly, you are talking about workflow. One of the most effective ways to increase operational efficiency through workflow optimization is to take manual, consecutive processes and convert them to automated, simultaneous processes. This allows each process improvement opportunity to be combined to provide the highest level of process improvement throughout your company.

We can provide a suite of workflow solutions to enhance the value added by your fleet of multifunction systems and printers.

Document Capture

Document Capture is the integration of paper documents into your digital workflows with document capture technology that reads information from scanned documents and routes them accordingly. We can offer a variety of customizable solutions to automatically import scanned images into your document management syste

Document Management Programs

Document Management Programs are powerful programs that can route your documents to the right person at the right time, file and index your documents, and retrieve them with a simple keyword search.