Scan-to-Process: Why the Temp Folder Is Obsolete

In many organisations, the scanning workflow has looked the same for years: scan the document, save it to a network folder like \\server\scans\, and hope someone picks it up promptly, renames it and moves it to the right location. The result: a temp folder full of unprocessed files, incorrect assignments and wasted working time.

Scan-to-Process breaks this pattern. Instead of parking documents in an intermediate folder, they are transferred directly from the multifunction printer into the respective target system — complete with all relevant metadata captured at the device. No manual moving, no renaming, no re-sorting.

This article explains why the temp folder is a relic of the past, how Scan-to-Process works and what measurable benefits organisations can achieve.

The Problem with the Temp Folder

Why \\server\scans\ is a productivity killer

The classic scanning workflow follows a simple principle: scan, save, process manually. What appears straightforward at first glance creates a series of problems in practice:

Time Lost to Rework

Every scanned file must be manually opened, reviewed, renamed and moved to the correct folder. Often, metadata must be added or a cover page removed. This takes 3 to 5 minutes per document — time that quickly becomes a serious productivity issue at 50 or more scans per day.

Files Left Behind

In the rush of daily work, scan files are not processed immediately. They remain in the temp folder — for hours, days, sometimes weeks. Invoices miss payment deadlines, contracts are not filed on time, personnel documents cannot be found when they are needed.

Incorrect Assignment

When multiple employees use the same temp folder, mix-ups are inevitable. Files are named incorrectly, moved to the wrong subfolder or accidentally overwritten. The consequences: search effort, duplicate work and in the worst case, data loss.

Security Risk

A network folder full of unlabelled scan files is a data protection risk. Personal data — payslips, medical letters, contracts — sit unprotected on a file server, often without access logging or permission management. For GDPR-compliant organisations, this is a problem.

Practical example: A mid-size law firm with 10 employees scans around 80 documents per day into \\server\scans\. The manual rework — reviewing, renaming and assigning each file to a case — takes an average of 4 minutes per document. That amounts to over 5 hours per day spent exclusively on post-processing scans.

What Is Scan-to-Process?

From the scanner directly into the target system — no detour

Scan-to-Process describes an approach where the scanned document is transferred directly from the multifunction printer (MFP) into the respective target system. The crucial difference: there is no temp folder. The document travels the entire path — from paper to correct filing in the target system — in a single, end-to-end process.

How It Works

At the MFP display, the user selects the destination and enters the relevant metadata — such as the document type, client or case number. The document is then scanned, automatically processed via OCR and handed over directly to the target system. Filing happens automatically, metadata is transferred and the document is immediately available.

Typical Target Systems

Accounting: Scan incoming invoice → directly into DATEV, BMD or SAP
DMS: Scan contract → directly into SharePoint, d.velop, ELO or DocuWare
HR: Scan personnel document → directly into the digital employee file
Legal: Scan brief → directly into the electronic case file (RA-MICRO, ADVOKAT)
Archive: Scan receipt → directly into long-term archive in PDF/A format

The Key Difference

With Scan-to-Folder, the automated process ends at the folder. Everything after that — assignment, naming, filing — is manual work. With Scan-to-Process, the process only ends when the document is correctly filed in the target system. The user sets the direction at the device; the software handles the rest.

Comparison: Temp Folder vs. Scan-to-Process

The key differences at a glance

Criterion	Temp Folder	Scan-to-Process
Filing	Manual after scanning	Automatic in the target system
Metadata	Added later at the PC	Captured directly at the MFP display
Rework per Scan	3–5 minutes	0 minutes
Error Rate	High (wrong folders, naming conflicts)	Minimal (destination set at the device)
Availability	Only after manual processing	Immediately after scanning
GDPR Compliance	Problematic (unprotected folder)	Compliant (direct transfer, no intermediate storage)
Scalability	Poor (more scans = more rework)	Linear (more scans = same effort)

ROI Calculation: What Does the Temp Folder Really Cost?

A sample calculation for a mid-size organisation

The true cost of a temp folder workflow is rarely calculated because it is embedded in daily routines. A simple calculation reveals the savings potential:

Parameter	Value
Scans per day	50
Rework per scan	5 minutes
Daily time spent	250 minutes (4 hours 10 minutes)
Working days per year	220
Annual time spent	916 hours
Staff cost (EUR 40/hr)	EUR 36,640 per year

At an average hourly rate of EUR 40, the manual post-processing of a temp folder workflow costs an organisation with 50 scans per day approximately EUR 36,000 per year. With Scan-to-Process, this effort is virtually eliminated.

Note: This calculation does not include indirect costs — such as errors from incorrect assignment, time spent searching for lost files or GDPR violations from unsecured temp folders. Actual savings in practice are often significantly higher.

Practical Examples: Scan-to-Process in Action

How organisations have eliminated the temp folder

Incoming Invoices to Accounting

Incoming invoices are scanned at the MFP, the document type is selected and the document is transferred directly to DATEV or the internal accounting system. OCR automatically recognises the invoice number, amount and supplier. The invoice is immediately in the system — without anyone manually moving a file.

Contracts into the DMS

A new contract is scanned, the contract type and business partner are selected at the MFP display. The document goes directly into SharePoint, d.velop or another DMS — fully indexed and immediately available to all authorised staff.

Personnel Documents into the HR File

New employee documents — employment contracts, references, sick notes — are scanned and directly assigned to the digital personnel file. The employee name is selected on the display, filing happens automatically. No temp folder, no access risk from unauthorised employees.

Briefs into the Case File

In law firms, incoming briefs are scanned at the MFP, the case number is entered on the display and the document is transferred directly to the electronic case file in the legal software. The lawyer finds the document immediately in the correct case — without the detour via the desktop.

Prerequisites for Scan-to-Process

What you need for the transition

Compatible Multifunction Printer

Scan-to-Process requires an MFP that supports embedded apps or network integration. Docuflair works with over 250 models from Konica Minolta, Ricoh, Canon, Kyocera and Sharp. A complete list is available on the Compatible Devices page.

On-Premises Server

Docuflair operates entirely on-premises — the software is installed on your own server. Documents never leave your network at any point. This is particularly relevant for law firms, government agencies and organisations with strict data protection requirements.

Target System with Interface

For direct transfer, the target system requires an interface — such as an API, a watched folder (hot folder) or a specific protocol. Docuflair supports a wide range of integrations: SharePoint, DATEV, RA-MICRO, ADVOKAT, d.velop, ELO, DocuWare, SMB shares and many more.

Experience Scan-to-Process in Practice

See in 15 minutes how Docuflair transfers documents directly from the scanner into the target system — no temp folder, no rework. Schedule a free demo.

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Frequently Asked Questions

Answers to the most important questions about Scan-to-Process

What exactly is Scan-to-Process?

Scan-to-Process means that a document is transferred directly from the scanner or multifunction printer into the respective target system — without intermediate storage in a folder. Metadata such as document type, client or case number are captured at the device, so the document is immediately filed and processed correctly.

Does Scan-to-Process work with existing MFPs?

Yes. Docuflair supports over 250 multifunction printers from manufacturers such as Konica Minolta, Ricoh, Canon, Kyocera and Sharp. The solution is installed as an embedded app directly on the MFP or connected to the scanner via a desktop app.

How much time does Scan-to-Process save compared to temp folders?

On average, 3 to 5 minutes of rework are eliminated per scan — opening the file, renaming it, moving it, adding metadata. With 50 scans per day, that adds up to 4 hours of wasted time daily. With Scan-to-Process, these steps are eliminated entirely.

Which target systems does Docuflair support?

Docuflair transfers scanned documents directly into DMS platforms (SharePoint, d.velop, ELO, DocuWare), accounting software (DATEV), legal software (RA-MICRO, ADVOKAT), network shares, cloud storage and email inboxes. Integration is seamless and requires no manual intermediate steps.