fujitsu recipe for successful scanning

FUJITSU ConfidentialFUJITSU Confidential

FujitsuRecipe For Successful Scanning

Doug RudolphVice President of Product Management and Business Development

FUJITSU Confidential

It is time for you to create a great meal – will you use…..

or The Microwave?

The Stove?

The Oven?

Realistically one device will not solve all of your cooking needs

How about the BBQ?

2

Decision Making


Which device works best to solve your scanning needs?

Probably all of them!

Scanner

MFP Network Scanner

3

Decision Making


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

Device Overview

4


NetworkScannerMFPScanner Scanner

NetworkScanner

MFPNetworkScanner

NetworkScanner MFPScanner

NetworkScanner ScannerNetwork

Scanner

Purchasing Office Manager ITLOB

Scanner

NetworkScanner

MFP

5

Technology Decision Makers

Scanner

Which combination of devices work best for you?

FUJITSU Confidential6

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


MFP’S

Issues• 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 copy– Control panel complexity

• Picking roller design

• Shared device– Scanner Availability

• Remote device– Increased cost of

scanning– Limited preview

options– EnergyStar sleep

mode• Training• Management tools are

more print and copy centric

• MFP’s utilize white backgrounds


Network Scanner

Benefits• Dedicated device, full

keyboard• Designed for scanning of

business documents– Mixed batch and hard card

scanning• ROI of imaging is provable and

repeatable– Maintenance, support and

billing can be billed back to the LOB

• Simple business rules can easily be forced on users

• Encrypted device

• Built in Image Processing designed for business document scanning

– MFP’s have image processing for copying (make it look the same, we make it look better)

– Deskew, auto rotation– Blank page deletion– Multi-feed detection

• True duplex scanning• First tee anxiety• Easy, cost effective menu

development with Job Button option


ExpensesJob Application

Dental Medical

401k Resume

9

Job Button


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


Scanner

Benefits• Designed for business document

capture• Within reach of your computer• Easier error recovery• Ability to run the device within

your application• PC security is well established

and controlled by IT– MFP’s have a unique security

options based on the manufacturer

• Business rules can easily be forced on users at scan time

• Security/chain of custody

• Mission Critical– If you have a published

(SLA) Service Level Agreement that you have committed to, you need a dedicated device

• File output size optimization• TWAIN and ISIS control• Ability to handle larger batches

of documents– Even multiple batches at

one time• Overscan• Rated performance across a

variety of dpi’s and file types


Issues• Additional hardware to manage

• Capture Software training required

12

Scanner


Purchasing ConsiderationsQuestions 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?


Network Scanner

Desktop Scanner

152 KB

66 KB

24 KB

41 KB

89 KB

68 KB

60 KB

1,015 KB

137 KB

30 KB30 KB

12 KB

16 KB

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Overview of Scanned Documents

75 KB

24 KB / 200 dpi

MFP Network Scanner

Desktop Scanner

37 KB

152 KB / 200 dpi 66 KB / 200 dpi


Number of users

Scanning volume

MFP

Network Scanner

Scanner

15

IT and Solution Management


Mission critical

Tied To An Application

MFP

Network Scanner

Scanner

16

Solution requirements


Annual Salary

Salary per minute

Time to scan each document

Documents per day

Documents per day

Documents per day

Documents a day

2 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

17

Office Productivity


Monthly Cost of Capture

Yearly Cost of capture

1 5 10 20

1 5 10 20

$8.81 $44.07 $88.14 $176.28 $105.77 $528.85 $1,057.69 $2,115.38

$17.63 $88.14 $176.28 $352.56

$211.54 $1,057.69 $2,115.38 $4,230.77

$423.08 $2,115.38 $4,230.77 $4,230.77$35.26 $176.28 $352.56 $352.56

$70.51 $352.56 $705.13 $1,410.26 $846.15 $4,230.77 $8,461.54 $16,923.08 18

Office Productivity


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


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

20

InfoTrends Findings

– 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”


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?

Best Business Practices


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


Ideal Use CasesIdeal 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.


Ideal Use CasesIdeal 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


Conclusion

25

• 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

fujitsu recipe for successful scanning

Documents

scanning company

usersencrypted device

device benefits review

job buttons

image processing

business document scanningmfps

managereduced cost

business documents8