I love Paper. Yes, I sell Document Imaging Hardware and software that converts paper documents into their digital representations, but I love paper. I love the tangible reminders to go online and pay my bills. What’s that? Exactly, I pay my bills online, so why do I need paper? I grew up with paper. Apparently it makes me feel good to throw out a mountain of tangible junk mail, and it makes me feel important. Paper is what I know, and it’s what we all know.
This is a question we ask our customers when choosing scanning hardware for their Enterprise Content Management solutions. It is easily overlooked when reviewing the specifications of a scanner, as it is a separate hardware purchase and generally is a business process requirement not a scanner specification requirement.
When there is a need to “imprint” or “stamp” a scanned document, it is required to have the date of the scan on each and every page that is processed. This requirement usually is used for tracking purposes or compliance to show that the document was scanned.
Do you Pre or Post-Scan Imprint?
Pre-Scan imprinting is the most common option that allows the organization to have the stamp on both the physical paper copy and the scan. The pre-scan imprint will print on the document PRIOR to the image reaching the scanners imaging lamps. So the imprint stamp will also be a part of the scan image.
Post-Scan imprinting is generally utilized when an organization needs the data or tracking mechanism on the physical paper after the scan. This is mostly used to indicate if a page of paper has been processed or not. The stamp is NOT on the scanned image.
Can I automatically imprint on a flatbed scanned documents?
Keep in mind when purchasing a scanner with a flatbed – either integrated with the scanner or as a detachable USB connected flatbed – there is no automatic imprinting option for the documents scanned using a flatbed. Flatbed scanned documents will need to be manually stamped to meet requirements – either pre-scan or post-scan.
Another option for imprinting is “Software Annotation”…
If only a data or tracking on the scanned image is needed, software annotation could be considered. With software annotation you have greater flexibility on where the imprint data can be placed on the image. Keep in mind software annotation needs to be part of your batch scanning process and is a separate software purchase to your hardware scanner.
So keep this information in mind when considering what is the “best fit” for imprinting based on your business process AND scanner requirements.
As budgets get tighter it’s inevitable that the need for hardware maintenance will come into question. It’s like insurance in your own personal life; nobody likes to pay for it but you definitely dont want to get caught without it.
If your equipment is mission critical, you need to keep it covered under a service contract.
If you don’t have the budget to replace it immediately, you need a service contract.
If you are unsure what model it would be replaced by or where or how to get it you should definately maintain your service contract.
There does come a point in time when it is more practical to put those renewal dollars towards a replacement. If you’re working with a good company such as ImageSource we will let you know at renewal time that you should be planning for your replacement either this year or the year after. We can help you select a model and also review compatibility.
Upgrades can be tricked and can trigger software upgrades at the sametime, these are best planned for rather than inadvertenly discovered.
If you need assistance planning, renewing or replacing your scanner please give us a call.
Thank you for your time!
Inside Sales Manager
Working with other companies and their staff to deliver a product and service to a customer can be an enlightening experience. I have recently been working with 4 of the top leading scanner manufacturer partners to assist a healthcare customer with their distributed capture initiative-with the evaluation and the purchase of 160 desktop scanners for capturing patient intake information.
The customer evaluated the 4 manufacturers’ desktop scanners. A number of factors influenced the healthcare customer on their decision to work with ImageSource and to purchase the following scanner evaluated:
- The ease of use of the scanner equipment and software
- Availability of the manufacturer’s sales person and sales engineer to be on-site to install the scanner, the numerous conference calls to answer questions that unfolded due to the testing of the scanner and every question was treated with utmost importance.
- The attention to detail by both ImageSource and manufacturer to modify the demonstration of the scanner and that the scanner software solved a number of their various documentation challenges (for example – the patient intake documentation varies is size, thickness and also includes plastic cards)
- The high level of thorough communication between ImageSource and manufacturer (In the customer’s eyes it seemed they were working with one company, not two!)
The greatest learning experience and also the most important factor that made this a stress-free process was the level of trust that was initiated, grown and experienced by all parties involved;
- From the customer perspective: Working with two teams from different companies- it did not matter who they called (whether it be ImageSource or the manufacturer), they received the same high level of service from both companies. Both companies kept each other informed of the conversations etc. they had with the healthcare customer, therefore alleviating any miscommunications or misunderstandings.
- From the Reseller vendor (ImageSource) perspective: The high level of communication and interaction with the manufacturer’s sales team created a streamlined cohesive focus to ensure the customer received what they REALLY required from a scanner.
- From the Manufacturer perspective: Being able to rely on a vendor partner that has the knowledge, expertise in Enterprise Content Management (ECM) and initiative to go the extra step – to focus on how to solve the customer’s challenges, not just sell a scanner. It gave us the manufacturer room to really excel in presenting how the scanner and software was the solution to the customer’s challenges.
It is refreshing to experience this unique partnership among the customer, vendor and manufacturer. And I know from all involved, that it set the stage for a high level of expectation in the future opportunities to do business together. This experience reminds me of this quote I saw recently:
“If we are together nothing is impossible. If we are divided all will fail.” Winston Churchill
I am quickly discovering that many of the scanners I sold a few years ago are not Windows 7 compliant. If your scanner connects via Fire wire, SCSI or Kofax Adrenaline board, there is a good chance that there is a new scanner in your future. The good news is that the speeds and feeds you paid for originally can now be obtained for a lower price. If you would like to refresh your technology, give us a call for a review to ensure you will not get stuck.
Inside Sales Manager
When purchasing a scanner for document imaging, software is bundled with the scanner that automatically examines documents and applies the correct settings to deliver high quality scanned images. Or in simple terms – it enables image clean-up and clarity to occur automatically at the point of scanning the document. This software SAVES a great deal of TIME and is EASY to use…This little piece of magical software is called Virtual ReScan or VRS.
Many scanner manufacturers include the Kofax VRS software in the scanner purchase price. Fujitsu includes Kofax VRS Professional software with their scanners and Panasonic includes the latest version of Kofax VRS called Kofax VRS Elite bundled with their scanners. Other manufacturers do offer the software at an additional cost (Canon, Kodak etc.).
Some of the features in Kofax VRS Elite software:
- Hole punch removal
- Blank page deletion
- Color detection
- Color smoothing
- Automatic crop and deskew
- Improved recognition (increases the accuracy of OCR & ICR software)
- Scan at the scanner’s rated scanning speed
- Network-friendly images
Take a look at the Image Processing video on Kofax VRS Elite to get a visual on some of the functionality. I have customers that use the software and will not purchase another scanner without it!
Canon ScanFront 220 & 220P Embedded with ILINX Capture provides seamless and secure, all-in-one solution to scan, index and route documents across an entire operation for advanced information exchange and maximized coordination
Companies are always looking at how they can run more efficiently and one way to accomplish this is to provide end-users with the ability to scan, index, send and store documents regardless of physical location. The integration between ILINX Capture and the ScanFront 220/220P gives organizations the opportunity to capture information at the source and direct it to the next process, significantly reducing employee error and the amount of time needed to route documents and information.
Administrators can customize the scanning experience for the users and create buttons that send data through Email, FTP, to a file folder, or they can choose to store the documents on a USB memory stick. Once released from the scanner, documents enter the ILINX Capture workflow system, which is fully customizable and extensible, allowing access to documents and batches from a web browser.
The Canon imageFORMULA ScanFront 220/220P, a powerful network scanner with a small footprint, provides customizable Job Buttons that allow for one-touch access to routine scanning tasks. The scanning process can be as simple as pressing a single button, but can also provide the power and flexibility of a fully functional scan station. Once a document is scanned, ILINX Capture allows index values to be entered at the scanner interface, auto-filled or input at a later time.
The ILINX Capture and imageFORMULA ScanFront 220/220P integration provides secure distribution of documents across a network, improves company wide information dissemination, eliminates information handling errors, mitigates records management risks and a reduces costs associated with sharing information.