As a fully paper-free organisation iMind Your Business takes security and data protection very seriously, therefore all our systems are secure and encrypted. We no longer receive any documents with sensitive or potentially sensitive or confidential information by email or text message. All documents are transferred via Dropbox and messaging via Slack. If interested, you can read more about the encryption and security at these links
Dropbox https://www.dropbox.com/en_GB/security
Slack https://slack.com/security
In order to get started transferring your documents to us you will need to setup a free account with Dropbox here. Once setup you can quickly and easily transfer documents to us from any computer using the browser or installed sync application or using the Dropbox app on your smartphone which has excellent built in scanning software.
Here are some quick instructions on getting started
Step 1 – Register your new account at Dropbox
Register your account at Dropbox and let us know the email address you used.
Step 2 – Install Dropbox on your phone
Install the Dropbox application on your phone using one of these links
Google / Android – https://play.google.com/store/apps/details?hl=en_GB&id=com.dropbox.android
Apple / iPhone – https://itunes.apple.com/gb/app/dropbox/id327630330?mt=8
Step 3 – Logging in and navigating
Once you are logged in to Dropbox, you will notice a folder we have created and shared with you, along with various sub-folders within the structure. You can drill down through the folder structure by clicking on the folder title or open a document by likewise clicking on the document.
At the bottom right on Android or bottom centre on IOS you will see the add / create menu option
Step 4 – Scanning a document
The Dropbox app has an excellent scanning function which we use for all documents and rarely scan with our printer.
Once you have clicked on the add / create menu button you a menu will open, from here chose Scan Document
Step 5 – Scanning the document
Using the smartphone camera, move the screen over the page being scanned, you do not need to hover above the document, Dropbox has a smart feature and flattens the image. You will see a blue box surround the document, once comfortable the document has a correct boundary, click the photograph button and the image will be scanned.
You can add pages by clicking the Add Page button at the bottom right on Android or bottom left on IOS.
Step 6 – Naming the file and selecting a folder
Once all pages are scanned, at the top right click -> on Android or Next on IOS.
Here you can change the file name or leave it as default and we will rename. Examples of our naming convention are 181212_ClientName_purchase invoices
Here you also need to select the folder to save the documents to. This needs to be the Inbox folder which can be found at the following destination Dropbox / Client folder [Client Name] / #Inbox The selection is remembered for the next scan.
Step 7 – Confirm the document upload
Once the document has been saved, it will appear listed within the folder along with any other documents scanned and awaiting processing. Don’t be alarmed if this folder is empty, once we have processed a document we will refile it within another folder. Think of this folder like the letter box.
