DocuSolve Scanning Solutions

Intelligent Document Scanning
Powering Paper Processing
DocuSolve Scanning Solutions

What is Document Capture?

The document – business critical data, currently locked in
paper form
The MFD – the on ramp to an organisation’s digital
information workflow
Scanshare – the middleware/bridge from paper form to
digital environment
The Backend – an existing fileserver, or CMS/ERP/DMS, or
digital archive
Capture

It’s document capture middleware
The bridge between paper and electronic document
workflows
Platform agnostic – it doesn’t lock you in to a specific
document system now, or in the future
Integrates into your existing document and records
management solutions, or server file structure
Its job is to scan data, attach metadata, perform
transformations and deliver to a document system or
defined file storage
It converts files to a searchable format and can
extract data from areas (or zones) to automatically
drive business processes and workflows
Capture (cont)

Document Capture Software refers to applications that
provide the ability and feature set to automate the
process of scanning paper documents
Document Capture is also a part of ECM
+ Enterprise Content Management (ECM) is the strategies, methods
and tools used to capture, manage, store, preserve, and deliver
content and documents related to organizational processes.
+ ECM tools and strategies allow the management of an
organization's unstructured information, wherever that information
exists.
Capture - Definitions

A Tour of Scanshare Capture

Scanshare Capture Essentials
Easy to set up, low cost
Connectors to several popular storage services
Great for simple scan-to-searchable format applications
Scanshare Capture Enterprise
Many more options to configure, much more capability
Huge array of customisation, recognition, integration and
connection possibilities
* The multifunctional client is identical between versions for seamless upgrade; providing end-user continuity
Capture Products

Capture – scan document with MFD client
or via watch folder, email, FTP, printer
client or PC Client
Process – image enhancement, convert to desired
format, extract data from the document (text,
barcodes, marks etc.)
Store – connect to document system or fileserver,
rename file and place in desired location
How It Works – the overview

MFD Client – intelligent, dynamic document
scanning client for multifunctional devices
(Bi-directional connection with folder browsing, dynamic DB lookup and real-time filtering)
Desktop Client – connect to any TWAIN-
enabled scan device (MFDs, MFPs, desktop
scanners, high-volume scanners etc.) or
import existing scanned documents (TIFF,
PDF etc.)
Printer Client – capture output from any application by
printing it to Scanshare Capture
Interactive Capture

Watch Folder – receive documents from any scan
device or existing electronic files
(for example from an existing digital archive of raster PDFs)
Indirect Capture
Email – receive scanned documents as attachments to
an email address – use the text in the email (body,
subject, etc.) as metadata
FTP – receive documents via the FTP protocol, suited
for transferring large files over long distances

Structured
Semi-structured
Unstructured
Document Extraction

Capture settings
Resolution
Auto/paper size
Simplex/duplex
Questions
Types
Required
Dynamic
Picklists and lookups
DB lookup
Display/return values
Static/Typed/Selected
Capture

OMR – (optical marks recognition) read an
area of the document to analyse the areas
which have been marked (useful for exam
papers or for checking documents for
signatures/form completion)
Zone OCR – (zone optical character
recognition) read an area of the document
to extract the data which can be used to
rename the file, select a location or email
address, update a database etc.
Processing
BCR – (Barcode Recognition) recognise and utilise the value of dozens
of different types of barcodes
(supports 40 barcode types as well as 2D/matrix and barcode writing)

Annotations – add stamps, commentary,
marks or area redaction to a scanned
document, automatically
Advanced Image Enhancement – deskew and despeckle; remove hole
punch, lines and dots; delete empty pages, white space, empty pages
and borders
(CSE support deskew and blank page removal only)
Processing (cont)

Workflow Triggers
Mail
Script
Condition
The ‘condition’ rule
Making routing decisions on the fly
Using metadata or document contents to
determine destination
Examples
Invoicing processing, based on value/customer
Select different output formats
Splitting
Dynamic Routing

Email – delivers the file as an attachment to one or more email addresses; use
metadata in the subject or email body and the attachment file name
(CSS also supports email notification as well as advanced MAPI email connector)
Windows File System – file documents to any shared drive or UNC path; the
MFD client enables folder browsing as a convenient way to select a location
System Connector – connect to various cloud-based file hosting services,
databases, DMS, ERP, CMS and records systems via the library of system
connectors
Storage

Why is Scanning Important?

44%
Inbound invoices are
received
electronically
60%
Electronic invoices must
be printed for manual
workflows
68%
Businesses believe
paper-based data is
moving too slowly
46%
Businesses acknowledge
removing paper will
increase productivity
Business at the Speed of Paper

Industry analysts estimate that 95% of business information
is still stored on paper
Source: International Institute for Environment and Development (IIED)
More than 70% of today’s businesses would fail within 3
weeks if they suffered a catastrophic loss of paper-based
records due to fire or flood
Source: Hamel, M., DVDs & Documents...why neither make sense
45% of documents in filing cabinets are duplicates
Source: ForestEthics
18 minutes is the average search time for a document
Source: The Paperless Project
15% of an organization's revenues are spent creating,
managing & distributing documents
Document Facts

On average $30/hr knowledge workers waste $4,500/year
working with paper documents
Source: Microsoft
Paper in the average business grows by 22% a year, meaning
your paper archive will double in 3.3 years
60% of employee time is spent working with documents
15% of paper documents are misplaced
The handling cost of documents is about 6% to 15% of all
revenue of a company
Source: Cap Ventures
85% of all archived documents never leaving the filing
cabinet, once filed
Source: Cap Ventures
Document Facts (cont)

When an employee leaves a company 70% of his knowledge
walks out the door with them
Electronic-only filing would halve the storage space needed
for paper in 5 years, a saving of nearly 8% in overall office
costs
Source: AIIM
The average daily web user prints 28 pages daily
Source: Gartner and HP
For every $1 that a company spends to create a final
document, $10 is spent to manage the creation process
Source: Microsoft
45% of printed documents are discarded in the same day
Source: Xerox
Document Facts (cont)

$20 on average to file a paper document
Source: PricewaterhouseCoopers
$120 on average searching for a misfiled document
working with paper documents
$220 on average to recreate a lost document
60% of all companies still process, store and retrieve
documents manually
Source: Gartner
Document Handling Costs

Proven increased productivity
Accurate and uniformed storing/naming convention
Turn Cost centres into Profit Centres
Easy-to-use
Immediate Return of Investment (ROI)
What a Document Workflow System Does
A document workflow system is a workflow solution that makes doing
business a whole lot easier
Technically speaking, a document workflow solution is a tool to
streamline document processing and archiving
Basically, it provides cutting-edge precision to fit the various needs of
any business environment and for businesses and organizations of any
size
Source: Netlocity
Proven Deliverables

Document Workflows ~
example document workflows

Requirement – integrate MFD and scan solution with
existing folder structure on fileserver;
if the folder structure changes it automatically updates the MFD display;
reference number should look up a table on the corporate Microsoft SQL
database
Metadata Selection
Questions on MFD point to live directory
structure and reflect any changes automatically;
the user can enter the name of a new directory
to be created if required; the SQL lookup function
returns a list of reference numbers from the
company database for selection; the document is
automatically filed and requires no further user
intervention
Example 1 ~ dynamic choice

Barcode detection
Read barcode value and use it to rename the
document and select correct directory on server
Zone OCR
Extract email address to send copy of document
Requirement – process documents of a specific type
automatically, using information in the document to route,
distribute and file the document correctly
Delivery and Storage - Utilise the Zone OCR metadata in the
address field for the email connector and utilise the barcode
value in the email subject
The barcode metadata value is used to select the correct document type folder
on the fileserver.
Example 2 ~ automation

Barcode separation
Scan the documents in batches to speed up
processing, using a barcode separation page to
split the individual documents automatically
File Format
Select PDF/A for ISO-approved, long-term
archival of documents and records
Requirement – back-file conversion of paper archives into
PDF/A format for long-term storage and retrieval;
scan in batches but require each document filed separately in the archive;
take a copy of the variables and store in the desired location.
Variables Export
Export document variables in XML format so that
external document systems can import the
document and file with the context
Example 3 ~ convert & archive

Capture navigation & overview
Enterprise Web Based Admin Console

Enterprise Workflow Set-up
Capture
Process
Store

Enterprise Example Connector Set-up

Enterprise Example Connector Set-up (cont)

Enterprise PC Client

The Future is Here…

Q&A Discussion Period

DocuSolve Scanning Solutions

More Related Content

What's hot

Viewers also liked

Similar to DocuSolve Scanning Solutions

Recently uploaded

DocuSolve Scanning Solutions

Editor's Notes