How do you get the most out of your scanning copier?
The copier manufacturers (Konica, Sharp, Canon, Kyocera) have really stepped up to the plate in recent years, and focused on the scanning capability of their hardware. Connecting to the network with your copier used to be a costly option, but would enable the unit to print and scan. Almost all the copiers today are sold with built-in network capability, and you instantly have network scanning capability.
So why would you use a copier rather than a dedicated desktop scanner? There is an article posted at www.scanguru.com that has a list of pros and cons to both device types - Copiers versus Dedicatd Scanners for Document Imaging , but the focus of this article will be on how to best utilize your copier for scanning.
Most of the MFD/MFPs allow scanning to email, scanning to SMB or network folders and scanning to FTP sites. It is interesting, and I find that most organizations will only setup scan to email. Users email themselves documents, open the attachment, rename it, create a folder and then save. As you can imagine, this is a time consuming, very manual process. The scan to folder function on most models is also a very manual process, as with most models you have to "hard code" the folder destination, and you cannot navigate folders on your network.
So how do we improve the scanning process, and make our document imaging simpler and more efficient? Through the use of software.
In utilizing software in the scanning process, there are two schools of thought:
- Scan to the network, and then go back to your desk and desktop software to process the document
- Process the document at the Copier/MFD at the time of scan
Let's look at these in more detail.
Desktop Processing
Let's look at the flow of this solution: Walk up to the copier, press a one touch button, walk back to your desk and open the software to process. The majority of the Document Management and ECM Software vendors have realized the enormous potential in enabling the use of copiers as a "front-end" for capturing documents, and have "copier-enabled" their applications. Once you scan from the copier, the document is placed in a queue for indexing/processing at your desktop. You can view the document, enter index or keyword values, and then submit the document to your Document Management System to be shared. Document Management Software vendors such as Captaris and Docuware have built simple, easy to use Copier capture modules. If you have some heavy duty processing needs, you can use Psigen or Kofax products and their document import function to process copier scanned documents.
If you have more basic needs, all of the Desktop scanning manufacturers have great feature sets for processing and working with scanned documents (eCopy Desktop and Nuance PaperPort to name a few). The links below have a listing of the majority of the software manufacturers:
Document Management Software Capture Software Desktop Scanning Software
Processing at the Copier
The flow for this solution involves a touch screen and keyboard at the copier: Scan your documents at the copier, touch a button on the screen for the document destination, enter your information and click done.
These solutions are very convenient and allow you to finish the scanning process at the time of scan. You can scan to email, scan to network folders and browse the network, scan to fax, scan to your desktop, and even scan into a variety of Document Management and Imaging Systems through the use of pre-built connectors. The two market leaders in this category are eCopy ShareScan and EFI SendMe. They both have similar feature sets, but eCopy definitely wins the race with the partnerships it has established with Document Management Vendors. Go to the link below for additional info:
In summary, scanning with your copier is a great way to leverage your existing investment in office equipment. The process can be streamlined, and efficiency can be gained through the use of software.
For more info on Document Management and Document Imaging, go to www.scanguru.com
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4 comments:
Steve - This is a really great overview of the different types of workflows that can be supported by scanning at MFDs by using software. The use of document imaging software can really go a long way in making scanning at copiers user-friendly. Not just from a "usability" perspective (which is critical), but also the fact that you can give individual users the option of how they want to scan - either processing documents at the copier OR at their desktop. Document imaging software provides both these options through a common interface and administration, making it easier for users and IT staffs alike. If your readers would like to check out the eCopy Desktop product you mentioned, a free trial download is available at http://www.ecopy.com/eval/Products_eCopy_Desktop_Evaluation.aspx
Thanks for the great post.
Usability in this area is critical. We are always trying to encourage our clients towards a more paperless approach and so the easier the technology is to use the more likely we are to see digital images of documents being shared rather than the physical hard copy.
We provide a range document of services, but think that the more a client can "self-service" in this area the better. Theres alawys room for the bulk scanning approach.
I am always taken aback by the lack of enthusiasm to use digital copy.
The key is having those back-office systems that allow high quality scanning and OCR but also storage and retrieval.
So always interested to see new technology in this space.
Imagine a world where paperless business is a reality. I don't think that it is far off. I think with the help of devices like the I pad, we will see people passing and signing digital documents just like they did their tangible ones.
This is gorgeous!
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