Scanning and SharePoint

#SBWJHBBrandon Botes – Senior SharePoint Consultant

Twitter: brandon_botesLinkedin: http://www.linkedin.com/in/brandonbotes

Key Points in selecting an scanning solution

5 Key Challenges

• Price• Scalability• Integration• Flexibility• Features

3 Steps to a Successful Scanning System/Implementation

• Project Planning• Standard Scanning Features Check

List• Application Integration

Project Planning

To ensure a successful scanning solution, you must thoroughly understand your organization’s current business processes and how documents and electronic files flow through those processes within SharePoint. When a document or electronic file is created or sent to your organization, what happens next?

It is important to be clear on your objectives before undertaking a document imaging project. This means understanding the desired business outcomes, your user requirements and the metrics that you will use to gauge success.

Standard Scanning Features

• Intuitive and User Friendly Interface• Highest Image Quality• Zonal OCR• Rubber Band OCR• Bar Code Capabilities• Watched Folder• Searchable PDF• Image Compression• Point-and-Click Rescan• Flexible Document Separation• SharePoint Support• Post-Scan Processing with Kofax VRS Corrections• Visual Undo History• Optimized for High Performance• Background Export• Database Lookup

Systems Integration

Integration Essentials• Seamlessly integrates with SharePoint.• Product functionality supports all or at least most

of your business process and document imagining requirements.

• Professional integration services if assistance is needed.

What are the considerations for Document Scanning?

• What size are the documents to be scanned? (For example, Letter 8.5” x 11”, Legal 8.5” x 14”, etc). If there are multiple sizes, what is the maximum size?

• Do the documents need to be scanned Black & White, Greyscale, or Color? (Note that Black & White documents take up much less space than other document types.)

• Are the documents single-sided or double-sided, or both?• Are the documents grouped in files? If so, approximately how many pages is

the average file?• How many total pages (or documents) will need to be scanned?• What are the index criteria that are needed to store and retrieve the

documents? An index field is, for example, a File Number or a Client Name or other piece of identifying information. Indexing is typically performed at he document level and not per page. (Please specify if this is acceptable.)

What are the considerations for Document Scanning?

• Are the Index Fields in a readily identifiable location? Are there bar-codes on the documents that identify them?

• Please describe the condition of the documents. Are there staples in the documents? Are they bound into notebooks, or in folders? What separates the documents from each other?

• Will the scanned documents need to be text-searchable?• What is the desired resolution for scanned documents? (200 dpi is

considered to be industry standard.)• What is the desired format for the scanned documents? PDF is the

standard.• It is typical for all the pages in one paper document to be in the same

scanned document. Is this acceptable, or do you need a separate scanned document per page?

Products Available in South Africa with Support

3Rd Party Scanning Applications

• KnowledgeLake• Kofax• CumulusPro(cloud scanning)

Out Of The Box Solutions

• Fujitsu ScanProAll• Kodak Capture Pro• Canon Capture Perfect

Scanning Services

Service providers are able to offer a variety of different scanning solutions.

Onsite scanning solutionsRental OptionsHardware SalesSoftware SalesConsultingBack Scanning ProjectsProject ManagementMaintenance and Service

Scanning Services Providers

AllScan

• Kodak capture Pro

www.allscan.co.zaChris Botha (Managing Director)(011) 394 0036

Intervate

• Kofax Express• Kofax Capture• Knowledgelake

www.Intervate.comMpumi Nhlapo(Director)(011) 236 3860

Scanning Services Providers

Paperless Performance

• Kodak capture Pro• Fujitsu ScanAllPro• Kofax Express• Kofax capture

http://paperlessperformancesolutions.co.zaDereck Ludeke( Managing Director)(010) 590 8972

Business Connexion

• Kofax Express• Canon Capture Perfect• KnowledgeLake• CumulusPro

• www.bcx.co.za• Brandon Botes(Senior SharePoint Consultant)• (011) 266 5000

Scanning Services Providers

ImageCare/Scan4U

• Kodak capture Pro• Fujitsu ScanAllPro• Kofax Express• Canon Capture Perfect

www.scan4u.co.zawww.imagecare.co.zaMohammed Garda(General Manager)0861 422 731

Live Demo

Sub Heading: Verdana 25 Body copy Verdana 16 …….Verdana 20 for highlight copy 

Body copy Verdana 16 …….Verdana 20 for highlight copy