Client Lunch & Learn (12:15)

Association for Information & Image Management Nov. 2010 Research

Scanner Utilization

Topics

• 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 LinkMiddleware to connect MFP &Document Management System

Scanned to folder (centralized

address book, browse folders)

Input Index/Metadata Data at MFP (with Lookup and Validation capability)

Barcode Recognition

Extend Scan Capability with Custom Script (e.g. Scan to various DMS, SQL Server, Fax Server)

Windows Server

Capture Module

Job Processing

Module

DMSWatch-Folder

DMSWatch-Folder

DMS

Images

Images

XMLXML

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)

• 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

Direct Inward Dial (DID) Numbers

External Phones

Public Switched Telephone Network

Joe714-555-0123

Jane’sOffice Phone714-555-0124

Digital T1/PRI

Direct Inward Dial (DID)Telephone System

Call Jane’s Direct Dial Phone #714-555-0124

Can you directly dial someone’s phonewithout going through a receptionist or

dialing a main # and extension? *

* Note: A telephone system that supports direct dial may not be configured with direct dial #s for all users.

Fax Server Advantages

MORE Fax #s than #of fax server lines Direct Inward Dial (DID) numbers

Public Switched Telephone Network

Replace every 4 fax machine lines with 1 shared Fax line

Purchasing dept. Fax #714-555-0125

External Fax Machines

Incoming fax to email or print

Example Fax DID Costs$0 -$100/Month *$0 - $1,200/Yearfor 100 Fax #s (DID)($1/Mo./DID Fax #)

* Note: Many times companies have unused DID voice #s that can be used as DID fax #s at no additional cost.

Example: 100 DID Fax #s

ThroughTelephone System

Telephone System(Supports Routing DID Faxes

via DTMF Tones)

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