Client Lunch & Learn (12:15)
Association for Information & Image Management Nov. 2010 Research
Scanner Utilization
Topics
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Searchable PDF
Google Docs
DMS Link / Barcode Recognition
Metadata
Microsoft SharePoint and MFP Integration
Save fax line cost by using MFP scan feature
OCR – convert paper document to MS Word
Password protect scan document
Kyocera PDF creation software
Topic
• Searchable PDF
• Browser based PDF search solution
Image vs. Text-Based PDF’s
*OCR (Optical Character Recognition) is required to convert Scanned Document to Searchable PDF. OCR is not guaranteed 100% accuracy.
The following screenshots are of an image-based PDF and a text-based (searchable) PDF
Demo
• Scan and Search PDF files
– Use existing Windows directory structure
– Using Google Docs
– Using SharePoint
• Convert already scanned PDF files to
Searchable PDF
Topic
• Barcode Recognition
• Metadata
• Folder browsing
DMS Link
Middleware to connect MFP &
Document Management System
Scanned to folder (centralized
address book, browse folders)
Capture
Module
Input Index/Metadata Data at
MFP (with Lookup and Validation
capability)
Barcode Recognition
Windows Server
XML
Image
s
DMS
Watch-Folder
Extend Scan Capability with
Custom Script (e.g. Scan to various
DMS, SQL Server, Fax Server)
Job
Processing
Module
DMS
DMS
Database
Metadata
Folder Browsing
Barcode Recognition
• Barcode Recognition is much more
accurate than OCR
• Use Barcode value to route the document
• Use Barcode value to name the document
• Automatic Metadata input based on
barcode value
• Barcode can be easily created using
Microsoft Word or 4 Office Webpage
Demo
• Create Barcode routing sheet
• Route Scan Document using Barcode
routing sheet
Topics
• MFP integration with Microsoft SharePoint
• Scan document with Metadata
• SharePoint Workflow
SharePoint Market
SharePoint has
been widely
adopted by all
types of
companies and
industries.
Source: Company references from Microsoft
Association for Information & Image Management Nov. 2010 Research
SharePoint
SharePoint Connector
• Complete Integration with Microsoft SharePoint
– Scan documents to SharePoint
– Print PDFs from SharePoint(Forms)
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Browse document libraries and folders
Create folders
Username (who scan the document)
Enter values for document library metadata
fields
SharePoint Connector (con’t)
SharePoint Connector (con’t)
Demo
• Scan using SharePoint Connector
Topics
• Scan to Fax
• Save fax line cost (from $50 to $10 a month)
Leverage Direct Dial Phone System
Call Jane’s Direct Dial Phone #
714-555-0124
Can you directly dial someone’s phone
without going through a receptionist or
dialing a main # and extension? *
External
Phones
Public Switched
Telephone Network
Digital T1/PRI
Direct Inward Dial (DID)
Telephone System
Joe
714-555-0123
Direct Inward Dial (DID)
Numbers
Jane’s
Office Phone
714-555-0124
* Note: A telephone system that supports direct dial may not be configured with direct dial #s for all users.
Fax Server Advantages
Replace every 4 fax machine
lines with 1 shared Fax line
Purchasing dept. Fax #
714-555-0125
Example Fax DID Costs
External
Fax Machines
Example:
100 DID Fax #s
Through
Telephone System
Public Switched
Telephone Network
MORE Fax #s than #of fax server lines
Direct Inward Dial (DID) numbers
$0 -$100/Month *
$0 - $1,200/Year
for 100 Fax #s (DID)
($1/Mo./DID Fax #)
Incoming fax to
email or print
Telephone System
(Supports Routing DID Faxes
via DTMF Tones)
* Note: Many times companies have unused DID voice #s that can be used as DID fax #s at no additional cost.
Fax Server Integration
• Fax Server standard feature: SMTP Gateway
– Scan to email to fax server
– e.g. 9055642865@bellfax.ca
• Fax Server can be Hosted using Bell Internet Fax or
myfax.com etc.
• Users do not require to type @bellfax.ca when send
fax from MFP
• MFP able to Send Fax without Fax Line
Demo
• Scan to Fax Server from MFP
Topics
• Scan (OCR) to Microsoft Word
• Password protect scan document
• Kyocera PDF creation software
Office 2010 no OCR to Word
Office 2007 Screenshot
Demo
• One touch OCR to Word using 4 Office
Server
Demo PDF Encryption
Demo
Extract one page PDF form a large PDF
document
End