This paper describes a 4-stage method of selecting high speed scanning equipment. It describes qualification, cost comparisons, negotiating contracts and implementation.

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Craig Paxson
cpaxson@newsalemconsulting.com
www.newsalemconsulting.com
High-Speed Scanner Selection
Unlike large service bureaus, many organizations looking to purchase
high-speed scanning equipment do not have a defined process for
evaluating and selecting equipment to purchase. Instead, they rely on
gut feel and rapport with a salesperson to make these decisions. This is
not the result of a lack of smarts, but rather is from the lack of a defined
process. This paper will lay out a 4-stage method of selecting high-
speed scanning equipment.
The four stages are:
1. Qualification—determining the wide range of scanners that will meet
the companies output needs.
2. Selection—determining the right qualified scanner based on criteria
such as cost, integration and service.
3. Negotiation—negotiating with the scanner vendor for price, service
levels and implementation criteria.
4. Implementation—more than just installation, this step includes
integration with current systems, training and meeting
implementation criteria.
Stage 1—Qualification
Qualification is the stage of determining a wide selection of scanners
that will meet the scanner “must” needs.
Step 1—Determine “must have” criteria. This will include imaging fitness
for use, paper stocks, file types, etc. Speed is not one of these criteria
as speed is a cost issue. “Fitness for use” is used rather than quality
because we need to compare output to the market needs.
Step 2—Create a test suite of your documents. This test suite should reflect a wide variety of scanning
issues, including paper stocks, colors, patches and barcodes, etc.
Step 3—Create a list of all potential scanners. Contact all vendors. Do not eliminate any scanners or vendors
at this time.
This paper describes a 4-stage
method of selecting high-speed
scanning equipment.
It describes qualification of
scanners, creating true cost
comparisons, negotiating final
contracts with selected vendors
and implementation of the
scanner.
Creating Order at the Edge of Chaos

2. 2
High-Speed Scanner Selection
Step 4—Have the vendors run the imaging test and eliminate scanners that do not meet the
fitness for use criteria. A good place to do this is at a conference, as the same documents can
be run across a wide variety of scanners in a short period of time.
Stage 2—Selection
This is the stage where we compare all our qualified scanners on the basis of total cost to
image, image quality, integration with other systems, the ability to open up new markets, etc. A
detailed cost model must be created.
The cost model is for the true total cost of imaging. The cost components in that model must
include price or lease, maintenance charges, click charges, labor and post-processing. Speed
is considered only as it forces more labor or more scanners to be installed.
If supplies are not included, watch out for the duty cycle implied by the standard supplies cost
supplied by the vendor.
Another cost consideration is network throughput. For example, will the scanner compress
images locally, or are they sent through the network uncompressed and compressed at a
server?
One important “feature” is reliability and service. What is the reliability of the scanner you are
comparing and what is the vendor’s service level agreement. You may be able to get a vendor
to increase the SLA if the scanner has a bad reliability reputation or the vendor wants the sale.
Create a chart comparing each scanner on the basis of cost, quality, integration, service and
reliability, etc.
Stage 3—Negotiation
Don’t sign the contract yet! You can negotiate any of the following before signing the contract.
Negotiations may change the cost model from Stage 2. If you have several qualified scanners,
you have leverage with the vendor.
Negotiate:
• Capital cost or lease payment
• Service level agreements
• Installation timeframe
Creating Order at the Edge of Chaos
Craig Paxson
cpaxson@newsalemconsulting.com
www.newsalemconsulting.com

3. 3
High-Speed Scanner Selection
• Criteria to be met before installation is considered complete. These criteria should include
scanning the test suite of documents, load testing (scanning a typical volume of documents)
and integration testing.
• Warranty period or free maintenance/clicks period
Stage 4—Implementation
More than just installation! This stage includes site preparation, installation, integration with current
systems and training. Implementation is not considered complete until the entire implementation
checklist negotiated in Stage 3 is complete.
Documentation is critical. Documentation needs to provided or developed for the technical use and
maintenance of the scanner, document preparation and administration. Documentation describing
the integration of the scanner with in-house systems should be detailed as well.
Training is more than just vendor training. Training needs to include materials and supplies
ordering and stocking, quality checking, job submission, etc. A complete training plan should be
developed to include areas such as scanning, quality control, reject handling and repair and any
application specific training necessary. Training should take into consideration the roles that
operators, administrators and integrators may play.
Support plans should also be developed in detail. Support plans should include checklists for
debugging, who operators should escalate problems to and the service contract negotiated with the
vendor.
Creating Order at the Edge of Chaos
Craig Paxson
cpaxson@newsalemconsulting.com
www.newsalemconsulting.com