Skip to main content
The truth is, paper files are still everywhere. Maybe your office has a filing cabinet graveyard. Or maybe you’re spending more time searching for documents than actually using them. And when your workflows still rely on handwritten forms or scanned PDFs floating around in inboxes, it’s hard to move fast or stay organized.
This is where innovative digital solutions play a crucial role.
At Strategic Technology Partners of Texas, we’ve been helping businesses optimize their print environment and document workflows for nearly 40 years. As a long-standing Xerox partner, we specialize in not only selling Xerox printers but also helping organizations make real progress in digital transformation by utilizing the full suite of Xerox Digital Services.
This guide is built for you if you’re curious about what Xerox offers beyond printers, what "digital transformation" actually means, and which tools might make the biggest difference for your team.
Let’s break down each Xerox Digital Service, what it does, and who it’s built for in plain English.
Archive Scanning (Capture & Content Services)
If your office is drowning in paper records, Archive Scanning is your exit strategy. Xerox Capture & Content Services can scan and digitize a huge variety of documents, such as contracts, forms, receipts, and even wide-format and bound materials. It includes backfile scanning, which means converting years of archived files into searchable, structured digital data.
The service uses OCR (optical character recognition), automation, and AI to extract important details from documents and push them into your systems.
Best for: Businesses with years of stored files, compliance requirements, or teams wasting time tracking down paper documents.
Digital Mailroom Service
Think of this as a smarter inbox. Xerox receives your physical or digital mail, scans it, classifies it, and routes it to the right person or department. It utilizes AI and automation to ensure that no important information is missed.
This is especially useful for companies still getting mailed invoices, legal documents, or client correspondence. It integrates with Xerox DocuShare or your existing content system for full visibility.
Best for: Organizations with hybrid or remote teams, or anyone who processes high volumes of incoming mail.
Content Management (DocuShare)
DocuShare is Xerox's enterprise content management platform. Unlike basic cloud storage tools, it’s built for real business workflows. Store, search, route, and manage documents securely with automated versioning, permission control, and task routing.
DocuShare also has specialized solutions for accounts payable, policy management, and contract tracking. You can access documents remotely, automate processes, and stay compliant.
Best for: Teams that need more than just storage, like automated routing, version control, or policy management.
Robotic Process Automation (RPA)
RPA uses bots to handle repetitive digital tasks that slow down your people. Think of it like a digital assistant that never takes breaks. Xerox RPA can extract information from emails, enter it into systems, cross-check data, or route documents based on their content.
You can automate processes like invoice approvals, HR onboarding, claims processing, or anything else that's rule-based and repeatable.
Best for: Departments overloaded with manual work, especially in finance, HR, or operations.
Printer Security Audit Service
Printers are often overlooked security risks. This service monitors your print fleet, alerts you when settings are out of compliance, and can automatically resolve issues, such as outdated firmware or unsecured passwords.
The service runs through Xerox Workplace Cloud Fleet Management and is managed by Xerox's Printer Security Operations Center (PSOC) or trained administrators from your print vendor.
Best for: Businesses with 10+ printers, compliance concerns, or limited IT support.
Workplace Cloud Fleet Management
This platform lets you manage your entire printer fleet from the cloud. Monitor usage, receive low toner alerts, push firmware updates, and apply consistent settings without installing local software.
It helps support hybrid work, simplify IT oversight, and keep your devices running smoothly from anywhere.
Best for: Multi-location businesses or organizations with growing print fleets.
Xerox Workplace Cloud
This is Xerox's serverless print management solution and part of the broader Xerox Workplace Solutions portfolio. Workplace Solutions includes both Xerox Workplace Cloud and Xerox Workplace Suite (which is hosted on-site). If you prefer cloud flexibility with lower IT maintenance, Workplace Cloud is a strong fit.
With it, you can control access to printers, track usage, set print rules, and enable secure mobile and pull printing. It also integrates with Microsoft Universal Print, making it easier for organizations using Microsoft 365 to manage print servers in the cloud.
Best for: Businesses looking to reduce print costs and boost document security.
Xerox Workflow Central
Workflow Central streamlines document management. Convert scans to Word docs, translate languages, redact sensitive info, or summarize lengthy content quickly. It’s cloud-based, accessible on any device, and operates on a subscription model that includes a suite of productivity tools (workflows) for one price.
Instead of purchasing separate apps for various tasks, such as translation and redaction, Workflow Central provides these in one solution. For larger organizations or diverse document tasks, it’s an efficient option, offering workflows for redaction, translation, audio conversion, PDF conversion, and note conversion, all from a single login.
Best for: Anyone who deals with documents that need to be converted, protected, or routed fast.
Xerox App Gallery
The Xerox App Gallery is like an app store for your multifunction printer. Add tools to your device that make everyday tasks easier. For example:
- Scan directly to Google Drive, OneDrive, and more (Connect apps for cloud storage)
- Translate documents into 40+ languages (Xerox Translate & Print)
- Convert scanned forms into editable Word/Excel files (E.g., Xerox Note Converter)
- Automatically summarize documents or redact personal information
Best for: Teams looking to expand their printer’s capabilities without adding new hardware.
Check out the following blogs on top Xerox printer apps:
- Top 5 Xerox Printer Apps for Office Productivity
- Top 5 Printer Apps for the Business Environment
- Top 5 Printer Apps for the Legal Environment
- 5 Best Copier/Printer Apps for the Educational Environment
How to Know What You Actually Need
Start with your pain points:
- Lost time searching for files? → Archive Scanning or Content Management.
- Overwhelmed by incoming mail? → Digital Mailroom.
- Repetitive admin tasks? → Robotic Process Automation.
- Security concerns? → Printer Security Audit + Cloud Fleet Management.
- Rising print costs or chaos? → Xerox Workplace Cloud.
Still unsure? That’s okay. We help businesses figure this stuff out all the time.
Let’s Make Your Print Environment Work Smarter
Whether you're swimming in paperwork, dealing with scattered print rules, or just unsure where to begin, we’ll help you assess what’s working, what’s not, and where digital tools can make a difference.
No need to feel pressured! Get genuine advice from experts who truly understand this field. Take the first step today!
