Fujitsu
Recipe For Successful Scanning
Doug Rudolph
Vice President of Product Management
and Business Development
FUJITSU
FUJITSUConfidential
Confidential
Decision Making
It is time for you to create a great meal – will you use…..
or The Microwave?
The Oven?
The Stove?
How about the BBQ?
Realistically one device will not solve all of your cooking needs
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Decision Making
Which device works best to solve your
scanning needs?
MFP
Network Scanner
Scanner
Probably all of them!
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Device Overview
Let’s look at some trends driving scanning
– Electronic representation of paper is now acceptable which is
driving growing demand for scanning
– MFP’s have made it easier to introduce scanning to more people
– Increased comfort level with moving documents by email
– Transition from scanner deployment to scanning deployment
• If a C level executive ask you why the company is deploying a MFP or
a Network Scanner or a Scanner – would you be able to give him
justification for your decision?
• First lets talk about where these decisions are being made
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Technology Decision Makers
Which combination of
devices work best for you?
MFP
Network
Scanner
Scanner
Network
Network
MFP
Scanner
Scanner
Scanner
Scanner
Network
Network
Scanner
Scanner
Scanner
Purchasing
Office Manager
LOB
5
Network
MFPMFP
Scanner
Scanner
Scanner
Scanner
IT
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MFP’S
Benefits
• Inherent need for printing and copying services
– Scanning typically is included with most MFP’s
– No immediate cost per page scanning costs
• Less equipment to manage
– Reduced cost of IT management
• Mature enterprise management
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MFP’S
Issues
• Shared device
– Scanner Availability
• Remote device
– Increased cost of
• Scanner not designed for all
business documents
– 8.5 x 11, 20 pound bond
paper
• MFP controlled user experience
– Different looks and feels for
different devices
– UI optimized for print and
scanning
– Limited preview options
– EnergyStar sleep mode
• Training
• Management tools are more
copy
– Control panel complexity
print and copy centric
• Picking roller design
• MFP’s utilize white
backgrounds
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Network Scanner
Benefits
• Built in Image Processing designed
• Dedicated device, full keyboard
for business document scanning
• Designed for scanning of business
–
MFP’s have image
processing for copying
(make it look the same,
we make it look better)
Deskew, auto rotation
repeatable
–
–
– Maintenance, support and
–
Multi-feed detection
documents
– Mixed batch and hard card
scanning
• ROI of imaging is provable and
billing can be billed back to the
LOB
Blank page deletion
• True duplex scanning
• First tee anxiety
• Simple business rules can easily
• Easy, cost effective menu
be forced on users
development with Job Button
option
• Encrypted device
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Job Button
Job Application
Expenses
Dental
Medical
401k
Resume
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Network Scanner
Issues
• Additional device to manage
• Does not include printing and copying
–
Does have the ability to scan to print
• IT may need to get involved
• No flat bed option is available
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Scanner
Benefits
• Mission Critical
• Designed for business document
– If you have a published (SLA)
capture
Service Level Agreement that
you have committed to, you
need a dedicated device
• Within reach of your computer
• Easier error recovery
• Ability to run the device within your
• File output size optimization
application
• TWAIN and ISIS control
• PC security is well established and
• Ability to handle larger batches of
controlled by IT
documents
– MFP’s have a unique security
options based on the manufacturer
• Business rules can easily be forced
– Even multiple batches at one
time
• Overscan
on users at scan time
• Rated performance across a variety
• Security/chain of custody
of dpi’s and file types
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Scanner
Issues
• Additional hardware to manage
• Capture Software training required
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Purchasing Considerations
Questions To Ask or Consider
•
What is type of documents do you need to scan?
– NCR, multipart forms, different sizes and length
•
User questions
– What is the frequency of scanning?
– Security - what are you scanning?
•
Application driven scanning
– Push scanning versus pull scanning
• Do you need to provide scanning to email?
• How widely dispersed are your scanner needs?
– People
– Location
• Do you have an published SLA agreement with your
customers?
• Who is involved in the decision making process of the
overall purchase?
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Overview of Scanned Documents
MFP
152 KB
Network Scanner
Network Scanner
75 KB
37 KB
66 KB
Desktop Scanner
16 KB
89 KB
1,015 KB
12 KB
68 KB
137 KB
60 KB
30 KB
24 KB / 200 dpi
Desktop Scanner
41 KB
152 KB / 200 dpi
24 KB
30 KB
66 KB / 200 dpi
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IT and Solution Management
Number of users
MFP
Network Scanner
Scanner
Scanning volume
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Solution requirements
Mission critical
Scanner
Network Scanner
MFP
Tied To An Application
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Office Productivity
Annual
Salary
Salary per
minute
Time to scan
Documents Documents Documents Documents
each
per day
per day
per day
a day
document
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1
5
10
20
$25.000.00
$0.20
$0.40
$0.40
$2.00
$4.01
$8.01
$50,000.00
$0.40
$0.80
$0.80
$4.01
$8.01
$16.03
$100,000.00
$0.80
$1.60
$1.60
$8.01
$16.03
$16.03
$200,000.00
$1.60
$3.21
$3.21
$16.03
$32.05
$64.10
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Office Productivity
Yearly Cost of capture
Monthly Cost of Capture
1
5
10
20
1
5
$8.81
$44.07
$88.14
$176.28
$105.77
$528.85
$17.63
$88.14
$176.28
$352.56
$211.54
$1,057.69
$2,115.38
$4,230.77
$35.26
$176.28
$352.56
$352.56
$423.08
$2,115.38
$4,230.77
$4,230.77
$70.51
$352.56
$705.13 $1,410.26
$846.15
$4,230.77
$8,461.54 $16,923.08
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10
20
$1,057.69 $2,115.38
FUJITSU Confidential
InfoTrends Findings
Scanning is rising
• 60% of surveyed existing imaging customers
state that scanner volume will increase over
the next 3 years
• 50% of all departments are still paper based
Paper is still king
• 56% of a departments’ documents are still
paper based
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InfoTrends Findings
MFP’s
• Printing volume is declining
–
2% - 3% in 2009 and 2010
• MFP’s have raised awareness of Scanning and electronic
images
• SOHO businesses rely on MFP’s due to the all-in-one nature
of these devices
–
–
Main use is for Scan to PDF and Email
Typically not tied to a corporate sponsored content management
solutions
• In responding to the survey, customers stated the devices
–
–
Tend to be difficult to use
Many did not even know that the MFP device could scan
• The lower the volume, more likely the customer is content with an MFP
• “MFP products have a long way to go before they are thought of as a
device that can scan regularly as part of a business process, document
management or ERP solution”
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Best Business Practices
Additional items to consider
• Customers are looking to deploy the appropriate amount of
MFP’s for their printing and copying needs
– May not want to deploy another MFP but you may need
more scanning
• When your scanning needs outpace your printing and
copying needs.
• What is the CM users level of frustration?
– MFP frustration
– If technology is to difficult it tends not used
– What is the potential cost of failure of the solution?
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Ideal Use Cases
Ideal use case for MFP’s
• When scanning is needed for general office use
– Scan to email
– Scan to disk
• Backup to dedicated capture solution
– Flat bed backup
• The need for a shared device is paramount
• Paper is suited for MFP scanning
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Ideal Use Cases
Ideal use case for Network Scanners
• When your solution requires an easy to use device
– When your requirements dictate general office
functionality and integration into a LOB application
• High number of infrequent users
• Non-Copier type paper
• When your scanning requirements are bigger than
printing and copying needs.
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Ideal Use Cases
Ideal use case for Scanners
• Number of documents scanned per day or month
justifies a scanner
– Estimate is roughly 5 documents today
• Document complexity requires a scanner
– Paper type
– Paper size
– Paper quality
• The defined business process dictates the
scanner
• Security
• Mission critical business applications
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Conclusion
• When possible, get all stakeholders involved
– Everyone has their own needs and agenda
• Understand the cost of each option
• Review the value of the content management
and capture system to the organization
– Does your company have a SOX initiative?
– How does the cost of the hardware fit into
the decision making?
– What is the cost of failure?
• Support
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