Compliant Public Disclosure Starts with Smart Records Retention

If there’s one message I consistently hear from customers today, it’s how big of a deal public disclosure is for the government and how we need better solutions around it. That being said, you would not believe how many of these organizations don’t feel that they have a good handle on their content.

In Washington State, public disclosure refers to the release of all documents and content to the person making the request. These documents at minimum need to be available for the requestor to view. There are some exemptions to this, such as sealed case files.

Good public disclosure practices really start with one thing: good record-keeping (and destruction). We hear time and time again from customers that they’ve never thrown anything away for fear that the document may be needed at a later date. While they may be thinking that this is the best way to avoid throwing anything away that should be kept, it also means keeping records that should have been destroyed.

Some aren’t aware of the fact that when a public disclosure request comes in, organizations are required by law to turn over any documentation pertaining to the request (as long as it is subject to disclosure). That means that if documents haven’t been destroyed and fall under the specific request, those documents need to be turned over as well, even though they are past the retention period. This poses a huge risk in regards to potential litigations.

Getting your records in order may seem like an overwhelming task, but here are some steps you can take to move toward better practices related to retention and disposition of records.

  1. Understand YOUR Organization’s Requirements for Record Retention and Disposition
    Every organization is different. Certain records have to be kept longer than others, some records might need to be sealed, others may need redaction before they can be turned over, etc. Each organization, each department, even each business process may have different requirements around records. Determine and document what the requirements are so that when you start to do an inventory of content, you have a definitive plan regarding what needs to be kept and for how long. Click here for a link to the Washington State Records Retention Schedules.
  2. Where are my Records?
    Identify where records are kept. Are they stored on a network share? In a file cabinet? In a content management system? Somewhere else? Are they in paper form? Electronic? Are there video files? Regardless of where the documents are kept, the regulations are around how you get the content organized, not the file format or how hard the collection process is. This will help ensure that there are not duplicate documents, and if there are, that only the pertinent copies are kept so as not to be a factor in a potential litigation.
  3. Perform an Analysis and Inventory of Your Records
    Some organizations choose to do this internally, some hire a contractor, and some take a hybrid approach. Regardless of which path you choose, determine what content you have, what needs to be kept, and what can be disposed of before evaluating any technology. This will keep you from bringing content into a solution that will need to be immediately disposed of after the initial analysis.
  4. Choose a Solution that is Flexible and Easy
    95% of organizations I work with are looking for a solution that is easy-to-use yet flexible enough to change with requirements. They want something that can easily set up to work with current retention and disposition schedules, yet can be updated without too much effort if laws or regulations change.
  5. Trust the System
    If you’ve done the prep work correctly, then what you need to do is trust what you’ve put in place is going to work. Choose a good partner with a track record of success to help you.

These are just a few ideas to get you thinking about what can be accomplished around public disclosure, records retention and your content. ImageSource has been assisting customer partners with these types of solutions for the last 20 years. We have done everything from initial consulting through implementation and support. Below is a short list of some of offerings:

  • Expert consulting to determine your “as is” state and develop a plan to get you to your “desired” state using industry best practices
  • Assessment of your current technology and how it can be leveraged
  • Solution evaluation to perfectly match technology with your requirements
  • Solution deployment, configuration, training and rollout
  • Document collection, conversion, scanning, taxonomy definition and automated classification and metadata extraction
  • Data Migration
  • Ongoing partnership for system/process tuning, growth and support
  • Managed applications services

The ILINX platform can assist any organization with getting a handle on their content.

Why Courts Need Document Management AND Case Management Systems

Document Management System (DMS) needs should be identified holistically, not just for the needs of the courtroom processes. A successful implementation will be gained through a well thought out plan and a DMS solution that can not only integrate with a courts Case Management System (CMS), but also with Fiscal, HR, Procurement, and other department’s line-of-business systems.

To accomplish a successful implementation of an electronic environment there has to be an overall vision and buy-in from all the key individuals of the court system.

  • Culture and vision which incorporates technology as part of the business strategy
  • Identify areas to integrate technology with the courts business strategies
  • Implementation of an electronic DMS to be used by all departments
  • Integration of the DMS with CMS and other line-of-business systems
  • Provide public access to documents via a web portal (e-Access)

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Converging Mobility with Enterprise Content Management (ECM)

In a recent report, IDC predicts 87% of connected devices by 2017 will be tablets and smartphones.  In the same report, it is predicted that the purchase and use of PCs will drop from 28.7% to 13% by 2017.Worldwide-Smart-Connected-Device-Forecast-Market-Share-by-Product-Category-2012-2017-iCharts

What does this trend data really mean?  Well, for starters, it might mean that more people will be playing Angry Birds than ever before.  From a business point-of-view, tablets and smartphones are both disruptive and viewed like a Swiss Army Knife:  a single device that can do many things.  However, with these mobile devices, there is both the opportunity for rewards and the potential for risks.  It makes no difference if the mobile device is provided by your employer or is a BYOD situation.  On the whole, the same rules apply; however, there are some nuances about BYOD that invite additional risks to be mitigated. Continue reading

Where did Virtual Rescan Technology go?

I have personally been selling PC’s, PC Peripherals and scanners since 1995. When I came to ImageSource in June of 2000, I had to learn the document scanner side of things. ImageSource was definitely an early adopter of the VRS (Virtual Rescan) Technology. This insight was driven by being close partners with Fujitsu and Kofax. In the beginning, you had to have extra hardware components in the scanner and host PC to make the equation functional. The installations were clumsy at times, but it really was the best way to get the best quality image from your scanner.

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I Love Paper!!!!

Untitled-2I 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.

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San Jose State University Enrolls Students with Oracle and Peoplesoft SIS

San Jose State University Campus

There is a new way to process students into Universities that are using Peoplesoft SIS. It is called WebCenter Content and it is built by Oracle.  The first installation in the country is in full production at San Jose State University (SJSU).
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Why Imprint Documents?

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.
Megan Lane
Inside Sales
ImageSource,Inc.  

Looking at Your Organization as a Whole

Most departments are looking at ways to solve their individual needs and challenges.  They have a hard time looking at the organization as a whole to consider how their issues are similar to those in other departments.

While budgets often direct the decisions of each department, the cost effective way to look at a project is to consider the entire organization.  Putting a finger in a leak is a short term solution. Enterprise Content Management demands that the needs of the entire institution or organization is considered before a decision is made.  Point solutions that address a single application result in the implementation of three, four and even five products that dramatically increase the cost of support, hardware requirements and implementation.

Terry Butler
Chief Solutions Officer
ImageSource, Inc.

Less is MORE

I have a challenge for the readers of this blog.  Are you ready?   Take deep breath.   I want to challenge you to, DO MORE WITH LESS.   I think we are often taught to want more, that we “need more”.   I am challenging you to someone that can do MORE with Less.  I am sure you are wondering how this relates to content management, the topic I was asked to write about.   Well I think I can bring you to that reality, so continue reading.   Today we face an economic reality that is forcing us to do more with less.   It makes you think long and hard about what is important and what is needed.  This concept can be taken all the way to the documents that we deal with for our business processes.  Often we create business process around what we have “always” done.   I think it is time to stop and relook at your business.   How can capturing data as it is created and making it electronic increase productivity as well as reduce costs overall?   Many studies share the ROI of this fact.   Do more with Less.  Stop making more paper, and make Less.  Stop doing more work and do less.   If this is something you are ready to talk about, I know that our team of consultants are the right people to help you conquer that task.  It is a daunting one, but it must be done and you want the right people to lead you through the challenge.   We have done this for many years and have proven to be true professionals and experts at the task.

Please take a minute to read a Case Study done for the City of Kennewick .

“We’ve comfortably taken the leap to a paperless environment. Departments are much more self-sufficient in finding content. I no longer spend countless hours making copies & distributing them.”

– Valerie Loffler, City Clerk, City of Kennewick

Geetha French
Inside Sales
ImageSource Inc.  

Yes, You Need Maintenance on Your Scanner

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!

Ruben Kerson
Inside Sales Manager
ImageSource Inc.

When Free Isn’t Free… Details as to Why!

Have you been offered free capture/imaging software lately?  Or are you competing against someone who is offering free imaging software?  I’m sure most of us in ECM have come across this scenario. This blog isn’t about generalities about why free isn’t free, but specifics of why these solutions are not ready for prime time and may not be your best investment.   Here are things we’ve learned about to ask those vendors when considering their technology:

  • Will they do a POC (Proof of Concept) for you? Or even a custom demo?
  •  Will it cost you to put in the POC?
  •  What amount of time does it take the vendor to set that up for you?
  •  Does the application have the ability to be configured easily?
  • Are there wizards for configuration?  How long will it take to set up the software?
  • Can you set up data base look ups through wizards?
  • How do you search and retrieve existing batches to make modifications?
  • How many of the references they provide were given “free” software?
  • What does it cost year after year once its installed?
  • What are the recognition rates, once set up?
  • How much does it cost to pay for services to install the software and configure it?
  • How many staff do they have to support you once the product is installed and there are issues?
  • Have you ever been installed in financial services, retail, transportation? Or what are your references?

This blog is to arm you with things to look out for, so you get the best solution for your enterprise.  Good luck with evaluations!

Michelle Semple
Vice President ILINX Capture and IBM/FileNet Sales
ImageSource, Inc.

Process Improvements – Leveraging Technology – Content Store

 

ILINX® – Content Store

Simple, Easy, Efficient –

Imagine having information at your fingertips.

The power of a piece of paper?   Often what you need to get your job done exists on a “piece of paper” somewhere other than your very own desk.   Think back to life before working in the Document Imaging world and the amount of time wasted trying to gather information. If that was true for me, even in very high tech companies, imagine how it is for others.    Often the things we need to access are very similar between companies and industries.   We all need access to customer information: invoices, P.O’s, shipping information, approval documentation, etc. etc.

ILINX Content Store provides one place to keep this information and a searching capability  similar to a “google” search for your internal documents.  It is truly one of the most user friendly efficient software that I have seen.   How do you make a decision to begin turning the paper in to “less paper?”   Without a doubt in the long run it will save you time and money.   Two things every company can have more of!

Geetha French
Inside Sales
ImageSource 

Is your scanner ready for Windows 7?

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.

Ruben Kerson
Inside Sales Manager
ImageSource, Inc.

Building an ECMEcosystem™

The goal of any Enterprise Content Management initiative should be to provide business value that aligns with the overall business strategy of your organization. Our goal with our customer engagements is to help them become more operationally sound by implementing application solutions which enable our customers to serve their customers better. We recognize that the four most important aspects of any business are:

  • Customers
  • Employees
  • Business Processes
  • Business Content

The last three on the list service the first one and if a company’s customers are dealt with in an effective manner that company will grow and prosper and everyone will share in the rewards of that effort.

Over the last 17 years, the biggest challenge we’ve seen our customers and potential customers face is figuring out where to begin in initiating content and process related projects. It is for that reason that we have developed the ECMEcosystem™ methodology and service offering to help eliminate the complexity associated with that task. The objective of our ECMEcosystem service offering is to provide your organization with a road map outlining the hi-value content and processes that either drive revenue or incur cost so that you can make the most informed decision on which projects to initiate first and how to go about executing those projects.

The final report we generate from our ECMEcosystem engagement will outline current processes and also provide recommendations for improvement based on industry best practices and benchmarking, a business case is also included which is almost always necessary for ECM project justification. The final document can be used to identify which departments and processes to target for operational improvement first and / or used as a Request for Proposal (RFP) template to engage software and services vendors.

Cass Holloway
VP, Oracle Solution Sales
ImageSource, Inc.

What value does Virtual ReScan Software (VRS) provide with my scanner?

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:

  • Auto-rotation
  • Auto-cleanup
  • 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!

Megan Lane
Inside Sales
ImageSource, Inc.

135 Pages, 60 Seconds.

If you are looking for a production scanner, make sure you review the Fujitsu fi-5950C. At 135 pages per minute in color, this is Fujitsu’s top model. You will want to bundle this scanner with Fujitsu’s ScanCare package. ScanCare is the most comprehensive maintenance plan on the market.  Aside from a variety of responses time to fit your budget, it also includes Preventative Maintenance visits and a generous supply of consumables to keep you scanning for the year. If you need more consumables they offer the ScanAid kits. If you would like more information contact us or come to Nexus 2011 where the full line of Fujitsu scanners will be on display.

Ruben Kerson
ImageSource, Inc.

 

AACRAO Presentation You Can’t Miss

The team at ImageSource is looking forward to meeting Admissions personnel from across the country to get input on a brand new way of helping students with the enrollment process.

At booth #106, you will see how a student can use their home page as a portal into the progress of their application. On Tuesday evening at 5 pm, Dave MacWatters will be explaining the entire process.

Terry Butler
Chief Solutions Officer
ImageSource, Inc.

Colleges and Universities – Give Your Students Something to Cheer For!

Most Higher Education institutions have a student portal where students and parents can review mounds of information. From courses completed to the amount owed to events occurring at the school, the portal provides critical data. It acts as a self-service device to drastically reduce the amount of phone calls and emails that were once necessary.

However at most institutions, the ability to get REAL TIME information for a student applicant is very difficult. Questions such as, “Did you receive my transcripts? What else do you need? When will I know if I am accepted?” continues to be a difficult task.

At AACRAO in Seattle next week, you will have the opportunity to see the first student portal that is linked in real-time to the entire back room process for student enrollment. Not only will true enterprise content management (ECM) give the applicant peace of mind, it will provide huge benefits to all departments within student services.

Stop by ImageSource booth #106 during the AACRAO exhibition and don’t forget to register for the 5pm session hosted by ImageSource.

This is a really different experience.

Terry Butler
Chief Solutions Officer
ImageSource, Inc.

Don’t Miss This AACRAO Seattle Presentation

ImageSource is really excited about the AACRAO conference being held in Seattle next week. In our booth (booth #106), we will be demonstrating how a student applying for college can go to the University portal and view the progress of their application.

This process will dramatically reduce the number of phone calls and emails that are fielded by an overworked Admissions office. At the booth, you will see the though process behind a new ECM process.

ImageSource is also giving a presentation Tuesday evening at 5 p.m. Any College, University or Higher Ed Institution looking to become more efficient when it comes to students can’t miss this.

Can’t wait to see you there!

Terry Butler
Chief Solutions Officer
ImageSource, Inc.

Inside KOM Day 2 – Document Imaging 2011

 “You may have read about Kodak in the news lately. CEO Antonio Perez commented on the Document Imaging division in his recent address to Wall Street Investors highlighting this division’s market growth and solid cash flow generation.” Again Kodak executives focus on the Channel Partner message.  “We need your help to extend new solutions to our customers.”    – Tony Barbeau, General Manager

Mr. Barbeau made sure to be specific about the needs of customers in the document imaging solution space.  This was well received by the partners as enthusiasm spread throughout the room.  Bud Webster and Russell Hunt did a tongue in cheek ‘cheesy’ unveiling of some of the new scanner models being released. Mr. Webster introduced the i5000 will deliver superior productivity with advanced features. This scanner doesn’t slow down when you turn on the advanced features; dynamic flow technology allows the scanner to deliver enhanced image quality and performance. Mr. Hunt introduced the i2600 workgroup and department scanner, this unit delivers the sharpest and clearest document image clarity on the market. The ease of use has been increased with one button scan to SharePoint and an LCD operator panel for the user. When the scanner is not in use the unit swivels upright to provide a near zero footprint this makes the scanner ideal for tight workspaces. Some have said all it needs is a handle for easy portability. Kodak provides a three year worry free warranty term for the Kodak i2000 scanners. This gives customers the peace of mind to purchase a world class scanner that provides 3yr advanced replacement.

Kodak continues to deliver high end microfilm solutions with the i9600 ImageWriter. I know this is still an important function for long-term archival of historical or vital records but it sure seems old school. Nevertheless the Kodak ImageWriter leads the market in performance, durability and feature set.

Russell Hunt went on to comment that, “We remain committed to improve and enhance our process for deal registration to protect opportunities. We are committed to communication about our programs and products. We want you to understand our vision and corporate strategic direction. We will provide you with effective tools to drive business.” “Kodak wants you to be loyal to Kodak, to be a strong ambassador of our products and services. The Channel Partners can help foster open communication and increase sales to help Kodak document imaging group drive growth”.

According to Mr. Hunt no competitor offers what Kodak does in terms of Industry Commitment, End User Knowledge, Technology and the People to help drive customer satisfaction and growth. We are focused on helping you be profitable and successful; in turn this will enable us to drive our growth and goals for revenue targets.

Next up SharePoint took the spotlight with Mike Gannotti; Senior Collaboration and Technology Specialist http://www.seproductivity.com with Microsoft. You can find him on facebook http://facebook.com/samurai.mike and twitter http://twitter.com/gannotti

Opening SharePoint facts from PowerPoint 2010 Slide Deck:
• 100M+ seats of licensed SharePoint software and growing
• Windows for the Internet
• 1900 publicly reference able internet sites, Ferrari was used as sexy example

I thought it was cool that that Mr. Gannotti shared Microsoft’s internal nickname for SharePoint, ‘Pac man’. Just like the video game of the 1980’s SharePoint gobbles up other Microsoft technologies and is positioned to be the cornerstone of everything Microsoft does for Web2.0. After Mr. Gannotti’s presentation I asked Mike what he thought the single biggest revenue opportunity was for the Partners in the room. He stated that he thought Workflow consulting was a big area. This is important because Systems Integrators like to consolidate Software Sales, Maintenance Contracts, Professional Services and Hardware to give customers a single point of access.  Personally we have found that the revenue opportunities around SharePoint services are valued at a much lower rate than other project work our company does. There seems to be way more buzz around SharePoint than actual Partner revenue being generated. Eventually Partners have to see the dollars come in before a wholesale shift to focusing on SharePoint solutions occurs. As a Microsoft Gold Partner we are skeptical that the revenue opportunity is significant, we have invested time to generate revenue around SharePoint services and projects without much return.

In Conclusion I must first thank John O’Grady, Tony Barbeau, Russell Hunt, Sophia Marchi, Jeff Shuey and the entire Kodak team for the hospitality they showed me as one of a thousand attendees. I was surprised at the amount of focus on the Latin American Region (LAR) in terms of excitement for growth and revenue generation. I believe the America’s partner community and region has much to offer Kodak in terms of innovation, sales and growth. The event continues through the end of the week for Kodak Employees with the Circle of Excellence Awards.  Check out http://twitter.com/jshuey for more updates throughout the event.

 

Inside KOM – Kodak 2011 Americas Kick off – Unleash our Potential

Opening video messaging plays on two screens beckoning the over 800 attendees to ‘Achieve More’, ‘Succeed More’, ‘Accomplish More’, ‘Encourage More’ and ‘Deliver More’

Today John O’Grady took the stage in Orlando, FL. at the Orlando World Center Resort.  As the Managing Director of the Americas, John welcomed over 1000 attendees from 33 countries.

Despite legal battles with Apple and concern over Kodak’s long term financial stability as noted in this recent Yahoo Finance article and interview with CEO Antonia Perez  Mr. O’Grady began by announcing key growth areas for Kodak:

  • Consumer Inkjet up 21%
  • APEX Install base up 45%
  • 19 Flexcell NX Systems booked – up 80%
  • Pocket Video up 151%
  • Scanners / Software up 42%
  • UWS Latin America up 96%
  • Doubled commercial Inkjet business
  • New 4yr retail printing contract renewal with Walmart Canada

John went on to congratulate Sales Teams across the Kodak business units and the Channel Partners

  • We have the Portfolio that is unmatched in the industry
  • We have the People required to succeed
  • We have the Partners
  • Customer Centricity Solutions

K-Zone panel interview with host Tim Palmer

Mr. Palmer moderated a discussion panel consisting of key Kodak Executives from various business units Gustovo Oveido, Chief Customer Officer | Pradeep Jotwani, President Consumer Digital Business / Chief Marketing Officer | Doug Edwards, General Manager PrePress and VP of Eastman Kodak

Kodak KOM K-Zone

In order to get everyone in the room engaged Mr. O’Grady led everyone in the audience in a rousing sports inspired ‘Wave’ back and forth across the ballroom.

As the panel gets warmed up Mr. Palmer asks “What is the biggest opportunity for unleashing Kodak’s potential?”    The panel took turns and offering perspectives from each executives view.  I took away a paraphrased message that focused on Kodak’s broad portfolio. “We have the broadest portfolio of anyone in the industry” By working together we can grow each one of the components in that portfolio.  Key to the message was a focus on turning every customer interaction into an opportunity to position the other areas of the Kodak portfolio.

Mr. Palmer asked Mr. Jotwani, “How is Kodak capitalizing on the Social Media opportunities with photo sharing?”  Kodak is focused on personal imaging, people are “Preserving memories, while living in the moment” and this has created an explosion in the sharing of images/photos.  We are pleased that we have a greater focus on video and market share is growing, “we are now the clear number two behind flip in terms of consumer video products.”

Also discussed was the personal greeting card business using Kodak Kiosks in retail stores like CVS Pharmacy that give consumers the choice to make a greeting card from my FaceBook photos, printed on greeting card stock and creased like a standard greeting card.

One of the largest profit opportunities in the IT sector is consumable components, Ink business is doubling.  We have launched a fundamental new program with a brand new inkjet engine.  Kodak has told Wall Street they will grow 50% in the US with consumable inkjet products.

Kodak Services for Business, Mr. Oveido spent a few minutes describing this opportunity.  We are moving from products to solutions in the imaging business.  Data Management, Facilities Management, Print Services.  Kodak is different because we are willing to partner, we are late to the game but we are the only one that really, really wants to partner.

We have a significant number of attendees from the document imaging partner community.  The document imaging business is a great business with lots of growth potential.  Retail is a huge opportunity for the new i5000 and i2000 scanners.

Mr. Oveido stated that for the first time in 30 years the Latin American economies are showing a readiness and tremendous enthusiasm for IT sector solutions and growth.  I see impressive opportunities for back office solutions for document management.  The market is booming, the team is in place and we have high expectations for Latin America across the entire portfolio.

Mr. Jotwani reflects on how impressive the turnaround has been for Kodak as the film business has declined and the markets predicted the worst.  The Kodak team had a strategic vision and plan that has enabled Kodak to grow in the digital IT world with new products, services and technology.  The future is bright for Kodak and I can taste the success in the future.  His closing comment was Kodak is back.

My favorite presentations came later in the day when Garth Neenan showed of the new Photo Department at CVS Pharmacy.  The completely revamped the idea of the photo lab from a carbon copy of the Pharmacy Dept. to a state of the art, warm and friendly place.  They took the audience on a journey through the conceptualization of the new Photo Department to the actual launch of the first store.  This was probably the most interesting and defining moment of the day for me.  It showed some innovation and some real customer touch that made the Kodak technology come alive.

Richard Ford also took the stage to the show how Kodak is positioning itself to capture major market share in the handheld camera and video market.  Lots of great statistics to back up the size and growth opportunity in this market with a heavy focus on the ability to ‘Share’ using various social media platforms.   Richard used Facebook as the biggest example that Trillions of images are being generated.  100,000 photos per second are served up to users, 60M photos added every week with a total of 1.7B user photos and growing.  He highlighted the Kodak Pulse digital picture frame and the PlaySport waterproof digital video camera.

Selecting an Enterprise Content Management Solution

DEFINE THE BUSINESS GOALS

Your ECM initiative must begin with the identification of clearly defined measurable goals. These goals must emerge from cross‐functional planning groups. Too many efforts begin with a list of requirements for the ECM Solution, but these requirements cannot be defined accurately at such an early stage. The goals themselves will typically number between five and 10, and require agreement from all business units before you begin
constructing shortlists of vendors. This will help you avoid lengthier discussions at an inappropriate stage of the ECM effort. The goals should be strategic in nature, reflecting your objectives over two or three years. The overall business goals should succinctly and quantitatively summarize the essence of the required ECM solution, and they should be linked to the overall strategy of your organization. They should also be clearly phrased so that the benefits are clearly understood and actively supported by the executive sponsors and stakeholders. These objectives will form the basis for all requirements of the ECM project and will be the tool that allows irrelevant features to be quickly identified. The benefits of this approach include:

  • Faster short listing of suitable vendors.
  • Reduced expenditure in the selection phase.
  • Increased clarity about the solution components necessary for the appropriate solution.
  • Greater project transparency and more support from high‐level sponsors as a result.
  • Easier building of business case for the initiative.
  • Accurate listing of requirements.

APPLY AN ECM MATURITY MODEL

The adoption of maturity models is inhibited by the perception that they are abstract and theoretical, with little connection to the real world. Yet the appropriate maturity model can provide the basis for practical decisions, cost savings and the mitigation of many risks. A maturity model is a tabular representation of solution areas such as Capture, Workflow, Search and Retrieval, Web Content, or Records Management, together with a rating of how “mature” or developed that solution area can be. A simple thick client capture technology would have a low rating, while a sophisticated, thin client capture technology would score higher. The model can therefore be used to assess the level of maturity a future ECM Solution should have. It also assists in the articulation of a strategic vision and permits insight into the complexities of reaching that vision. A complete and realistic evaluation of all aspects of your current environment is necessary to assess the maturity level of your current system. Without this initial assessment you will be unable to determine what future levels of maturity are achievable, or how much effort is required to exact the corresponding changes. Such analyses also help to simplify buying decisions, and clarify whether the products on which your existing solution is based require upgrading or replacement. Benefits from applying maturity model analysis include:

  • The creation of a succinct, easily communicable summary of status of the ECM Solution to executive sponsorship and stakeholders.
  • The difficulty and cost of moving an ECM Solution to the desired level can easily be underestimated. A maturity model helps expose these difficulties and costs, and provides valuable input to the design of another indispensable tool — the road map.

BUILD A ROAD MAP TO PROMOTE LONG-TERM SUCCESS

A road map is a high‐level representation of the planned changes against the chosen timeline for those changes. Road maps are commonly represented as Gant charts, with the overall effort typically divided into overlapping phases. Each phase represents the changes required to raise the maturity of the ECM Solution to a higher level on the maturity model. The complexity of the required change will determine whether multiple steps for a particular solution area are taken in any one phase. (A phase typically ranges from three to six months.) This approach helps mitigate the risks associated with lengthier endeavors, such as attrition of key staff and budget reallocation away from the project.

Use a road map‐based approach to:

  • Ensure that the order in which you deploy the ECM Solution components matches the priorities of your overall business strategy.
  • Help organization leaders avoid deploying short-sighted point solutions and silos. Easy win can be considered, but not at the expense of higher‐order goals.
  • Permit a more thorough assessment of vendors and filter out those that can’t support your vision of your solution.
  • Allow a careful assessment of how long it will take for your ECM Solution to provide business value.

IDENTIFY AND FOLLOW THE RELEVANT INDUSTRY BEST PRACTICES

Choose a Solution‐Deployment Methodology: ECM programs which diligently apply a project management office (PMO) and solution‐deployment methodology have a significantly higher chance of succeeding. The methodology will provide focus, optimize time to value and help reduce potential risks. Discuss the most appropriate methodology with your vendor. The methodology that your organization primarily endorses may
not provide the full benefits. An intelligent mix of your existing practices and those extolled by the vendor for its products is usually optimal. Choose the Right Team: The right mix of staff will ensure that the right strategy and designs are established, that costs for core‐development phases are reduced and that on‐the‐job training for in‐house staff is provided. Apply a Form of Requirements Tracing: Requirements tracing is a method by which the requirements of the individual phases are aligned with the goals identified and selected for that phase. This provides focus and helps ensure the exclusion of costly and unnecessary features. It can also prevent, or reduce, scope creep. Collaborate With Your Vendor: Involve your main vendor in the selection of the appropriate products and the design of the ECM solution architecture. Some of these changes are likely to involve third‐party products and will require a firm statement of compatibility from your main vendor.

SELECTING A SYSTEMS INTEGRATOR

When implementing an ECM Solution you should set your sights on a full‐service Enterprise Content Management integrator that provides infrastructure and services that streamline information processes. The vendor should help your organization leverage your information assets through document imaging, distributed capture, workflow and integration with existing business software systems. A true ECM vendor will have a comprehensive approach, including analysis, training and support; will advance efficiencies, security, compliance and competition through your entire organization. Teaming with Experience: Your organization should work with a vendor that can bring several years of ECM experience to the table. This results in well‐defined, long‐term goals that are enlightened and effective. Let the Problem Drive the Solution: Work with a Vendor that does not come to you with a specific idea of what product you need, but instead concentrate on specifically defining business challenges that you face. This process leads to business solutions that integrate with your standing technology investment and result in real returns for your organization. The vendor’s services should provide an independent and objective approach. Many vendors use a one size fits all philosophy. Find a vendor that is flexible and has proven methodologies to help you define a truly suitable solution. Best Practices: In each industry there are recognized best practices and leading tools that are used by organizations based on their size and demographics. Seek a vendor that has a breadth of experience to draw upon, so that you can leverage their best practices and apply them.

PITFALLS TO AVOID IN ECM PROJECTS

  • Primary causes of excessive deliberation and consequent budget overruns in ECM projects include:
  • Disagreements while building a business case for the required investment.
  • Poor selection criteria leading to difficulties in selecting a vendor.
  • Difficulties in recognizing products to match the solution components.
  • Business users rushing to install ECM products to gain short‐term benefits.
  • Underestimation of the importance of change management.
  • Inconsistencies between the requirements cited and those which govern the deployed solution.

Shon D. Mueller
Senior Account Manager

An Innovative Blend…ILINX® Capture with Canon ScanFront 220 / 220P

This week I wanted to highlight a great ImageSource combo that delivers an All-IN-ONE system that is perfect for Workgroup Capture.  This blended technology provides a comprehensive state-of-the-art scanning solution for any organization, regardless of size.

ILINX® Capture is a powerful web based application that allows you to capture information any place, any time.  It can be used for ad hoc and production scanning and indexing.  All you need is access to a browser and you can capture documents from anywhere in the world!

With ILINX Capture you can import and process emails, faxes and business documents and it is easily integrated with third-party and legacy systems. Once released from the scanner, the documents enter the ILINX Capture workflow system; allowing access to documents and batches from a thin web client.  ILINX Capture was a winner of the 2010 Product Innovation Awards –  Network Products Guide.

Now blending ILINX Capture with Canon ScanFront 220 / ScanFront 220P scanner, this allows you to plug your captured information directly into your office network.  With the user-friendly touch screen, you can scan directly to e-mail, FTP, shared folders or USB memory and it releases to a comprehensive workflow system that is assessable from any browser.

Worried about security and access to your network? The Canon ScanFront 220 / ScanFront 220P has robust security features offering fingerprint authentication with easy remote management.

Check out the demo of how it works on You Tube – you will see how easy it is to apply innovation in your workflow processes!

For more information see the PDF below.

Dynamic Duo – ILINX Capture & Canon ScanFront 220P

Megan Lane
Inside Sales
ImageSource Inc.
Phone 360.943.9273
iPhone 360.481.5946
www.imagesourceinc.com

  

Goin’ Green with a Scannin’ Machine

Goin’ Green with a Scannin’ Machine

We all know that document imaging demonstrates the capacity of “going green” just by definition.  It is inherent in concept.  Technology expands so quickly and in the world of document imaging hardware, there lies no exception.  The most respected manufacturers like Fujitsu, Kodak, and Canon make the entire scanning process, from pre-scanning to post scanning, more automated and efficient for the end user, while also providing the latest in document imaging features and functionalities.

A couple examples of some of these particular technological advancements take are new LED’s replacing traditional lamps in scanners as well as production scanners with smaller footprints.  For instance, LED technology is featured in the Kodak/Bell &Howell Ngenuity as well as the new Fujitsu fi-6800 production scanner.  LED technology helps significantly reduce the scanner’s power consumption during operation and as well as in “sleep mode.”  Also, LED’s are designed to last the life of the scanner thereby eliminating the cost of replacement bulbs and the production costs and waste of replacement bulbs as well.  Since there are no replacement bulbs needed for these scanners, there’s nothing new to throw away.  Speaking of consumables, like scanner bulbs, companies making document imaging scanners are also manufacturing other consumables (pad assemblies, pick rollers, roller assemblies) with longer life spans.  Fewer consumables are needed and the ones that are needed, last longer.  The manufacturer’s that are seemingly taking the lead on this front include Fujitsu, Canon, and Kodak/Bell & Howell.

Better materials used in the manufacturing of document imaging scanners is not the only advancement that is happening that exemplifies this industry embracing green initiatives.  The design of the hardware is changing as well.  Manufacturers like Fujitsu are designing and building scanners that have significantly smaller footprints – the space they take up on the desk or the tabletop in the working environment.  Take for example the Fujitsu fi-6800.  This is a full–fledged mid-volume production scanner that is the smallest document scanner in its class.  The trend is moving toward fewer materials being produced to make these machines and therefore less energy is being consumed.   This translates into less waste and fewer emissions into the environment, as is obvious.

Since these new scanners are more intuitive as a result of new technology and better design, they can recognize in advance multi-feed issues, so the user can adjust settings as necessary.  Bottom line – the user can become more efficient at document scanning and do more, in less time.

With new technology and better design comes new efficiency and related side benefits including using fewer materials and generating less waste and fewer emissions.  It’s encouraging to know that the ECM Industry continues to do its part.

Ian Hundtofte

ImageSource

Selling is an Act of Respect!

“First I believe that selling anything to anybody, if it’s done with integrity, is actually an act of respect. It acknowledges that the person you’re trying to win over is freethinking and autonomous”

– Bruce Philp, The Orange Code

When I read this statement by Bruce Philp, I smiled. For over 16 years I have been selling as a profession – this statement above sums up nicely how integrity and respect is possible in a sale. The key component from the selling standpoint is you MUST have respect for your customer (or potential customer) and be willing to see them as “freethinking”. Especially when you are questioned and challenged. By having an uncompromising focus on the customer through the whole process – listening and understanding their perspective is imperative in a Enterprise Content Management Project.

Every day we are challenged as professionals to listen and understand someone else’s perspective, as well as add our opinion and expertise to the mix. Seeing customers and colleagues as partners (with their own level of expertise) is a key component to success, especially if it is practiced from both perspectives.

Looking at how we as a company communicate to our customers and talk about our customer partnerships does display many of these elements;

  •  “ImageSource works relentlessly with our Customer Partners to build a relationship of ongoing success and trust. The collaborative approach…”
  • “What has followed has been an extremely successful business venture that has its spirit deeply rooted in a love for entrepreneurship and innovation”
  • “We take pride in our ability to overcome business challenges with integrity and sincerity. Our success is testament…”
  • “… This standard results in strong and collaborative customer relationships that are ongoing.”

Do we walk our talk? Some days better than others.

Do our customers walk their talk? Some days better than others…

In the long run the best measurement of success of a sale is long-term customer partnerships and successful ECM projects…from both perspectives!

Megan Lane
Inside Sales
ImageSource Inc.
Phone 360.943.9273
iPhone 360.481.5946
www.imagesourceinc.com

 

Centralized, de-centralized or outsourced capture – some surprising results!

In-Process Capture… Centralized Production Scanning… De-Centralized Distributed Capture… the discussions on which strategy is best for a company when addressing their document capture needs can have interesting outcomes.

There seems to be no “right” answer, the technology choices for capture are continuously growing and changing and a company’s Enterprise Content Management (ECM) needs can be very specific.   A recent research study by AIIM produced some surprising results when they reviewed the issues and potential benefits of different approaches to document capture.  Document capture encompasses document scanning, image correction, recognition of text, barcodes, form fields etc. and output to an appropriate format for subsequent processing or archive storage. One surprising and interesting outcome that AIIM states in their introduction of the report;

“The report concludes that there is a move back to centralized scanning operations, along with a greater investment in capture and recognition software to automate date capture and indexing processes.”

At ImageSource, we have also seen an increase in companies utilizing the newer model of “distributed scanning” – at the local level to office staff processing the capture documents. The value of capturing something at point of origination and placed into an imaging business process earlier does save time and money.

Allow your business needs to dictate they type of capture solution that makes business sense for your organization.  This may include multiple avenues. Many of our customers utilize both centralized and de-centralized capture – depending on their specific business needs.   We have also seen companies move towards an increase in distributed/ de-centralized capture for their 3 – 5 year strategic ECM plan.

So how do you work out what is the best approach for your needs? And it can vary from department to department within the company!  This is one of the greatest challenges the C-Level and IT staff come across when developing an ECM strategic technology plan. As an independent ECM  Integrator, ImageSource is uniquely qualified to help discover the ideal mix of Capture technology to conquer business challenges.  We help chart a strategic course, whether the business requires in-process capture, production scanning, distributed capture or mailroom solutions.

One other surprising result of the AIIM study was the statistics that shows a very strong return on investment (ROI) and compelling case for scanning and capture investments.  Capture is an enabling process that is a combination of improved user access to information and reduced costs.  The study showed that ROI for capture was reported within 12 months to 18 months! That is a significant and impressive return!  Yet the study shows that justifying ROI is still a huge impediment to adoption -one that many of our customers face when presenting the case to change “how things have been done”.

The greatest benefit of research is that it stimulates all the interested parties into discussion and planning mode.  So what ECM strategies will your company implement – centralized, de-centralized/distributed capture or outsource it!

Megan Lane
Inside Sales
ImageSource Inc.
Phone 360.943.9273
iPhone 360.481.5946
www.imagesourceinc.com

Capture, Connect, Share

That was the resonating thought left on people’s minds after attending Nexus 2009 at the Meydenbauer Center in Bellevue, WA. The ILINX product line is a unique product offered only by ImageSource, Inc. It’s a flexible web-based capture software suite that allows a distributed capture solution. It has no volume licensing, so there is no limitation on how many documents are scanned. Attendees were very impressed with the ILINX products and how they co-exist with other capture software in the same environment.

“It so easy to become complacent with our day to-day routine, sometimes you need something to shake you and rejuvenate you! This is what our Nexus conference does for me. It gives me a chance to meet my customer and to be remind that what we do improves peoples work environment and in essence we improve our customers’ lives at work and we all know we spend more time at work than anywhere else so we are improving lives! I get a chance to see how our customer are excited about the changes in the market places and they are genuinely excited about improving their environments.“ – Ruben Kerson, Inside Sales Manager at ImageSource

Until next year everyone!!

Andrea Latham, CDIA+
Inside Sales
ImageSource, Inc.
Phone 360.943.9273
www.imagesourceinc.com

 

Document Capture Tools

Scanning your documents into a Document Management System is a great way to improve efficiency and reduce the amount of paper in your office.  And, depending on what kind of paper you are scanning, there are lot of document capture tools available.  Tools such as Full Text OCR, Zonal OCR, and ICR can greatly reduce time spent indexing and validating your documents once they are scanned.

Full Text OCR (Optical Character Recognition) is software that captures every character in the document being scanned and processing it into a fully searchable PDF.  One effective use of this technology is when government users needing to search hundreds of pages of agendas and meeting minutes for a certain topic.  The process of searching these documents is quite time-consuming and most OCR processing occurs overnight when there is less use on the company’s day-to-day activities.

Zonal OCR is similar in that it captures information, but in this case, the software is programmed to look in the same location or “zone” every time.  This is helpful when scanning in documents where the information is in the same location, such as an invoice number.  Most invoices are in a set format so zonal OCR is very effective in this scenario.  When the operator is validating this information, the Zonal OCR zooms in on the zone area that has been predetermined where the information is captured from so they can easily read if the information captured is correct or not.  Hence, one of the biggest advantages of Zonal OCR is that it improves the efficiency of searches which translates into a savings of both time and money.  Some software available that features Zonal OCR also allows the user to draw a box to establish a zone around required text rather than typing in keywords therefore allowing the document to be automatically indexed.

ICR (Intelligent Character Recognition) is the ability for the software to read hand-written information and process this into searchable information.  This is especially beneficial in the financial industry.  And although this tool can be very useful in some situations, the error rate is much higher because handwriting is so varied from person to person.

Andrea Latham, CDIA+
Inside Sales
ImageSource, Inc.
Phone 360.943.9273
www.imagesourceinc.com

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KnowledgeLake 3.0 & SharePoint 2010

During the SharePoint 2009 Conference being held in Las Vegas this week I got a chance to preview some of the latest ECM technologies built for SharePoint.

One of the standouts was newly minted technology from KnowledgeLake.  They showcased a new viewer built in SilverLight that is really slick.

Also worthy of mentioning was the new redaction technology used in conjuction with the Fujitsu fi6140 scanner to automatically redact sensitive areas of  document with a password protected encryption key.  Once scanned and redacted the document can be easily shared without revealing key personal or confidential information.  It’s definately not your dad’s redaction technology.SilverLight Viewer from KnowledgeLake

I had a chance to sit down with Ron Cameron and discuss his take on SharePoint 2010.  Needless to say he is a fan.  I asked him to sum up what it would mean to existing users of MOSS 2007 when planning upgrades.

“The transition to SP2010 will be fairly painless if planned well.  The heart and lungs of the platform remain the same.  There are a lot of added features & the object model expansion will give existing customers a whole new level of integration and scalability options.” 

Based on the upgrade breakouts I generally agree with the exception of how customized your current MOSS platform is and the extent to which custom web parts are used in your sites.

There is much more to blog about on SP2010 and I will be updating several of our ECM Blogs with relevant topics on Records Management, Remote BLOB Storage, Document Management, Web Content Management & Scalability s be sure to check them out often for updates.  The next couple of weeks are going to be really exciting as we put the finishing touches on our Nexus 2009 ECM conference so I’ll try and post more as time permits.

KnowledgeLake and Fujitsu sponsored a rocking beach party at the Mandalay Bay Resort & Casino.  Special VIP guest KnowledgeLake Man was showed up, I even got a couple of pictures.

Dude I love SharePoint & KnowledgeLake

Its a bird, its a plane, its KL MAN!!
Its a bird, its a plane, its KL MAN!!

 

 

 

 

 

 

 

 

 

 

 

Shadrach White (not pictured)
Chief Technology Officer
ImageSource, Inc. 

Using ILINX to Integrate with ERP Systems

Enterprise Resource Planning Systems (ERPs) integrate all data and processes of an organization into a unified system. A typical ERP system will use multiple components of computer software and hardware to achieve the integration. A key ingredient of most ERP Systems is the use of a unified database to store data for the various system modules. Most ERP Systems implementation require the standardization of business processes to match the system modules. Although this standardization is difficult during the first implementation, upgrades are quick and relatively inexpensive because of the standardized processes and modules. The process improvements this type of standardization enables are substantial. An imaging system allows you to bring this standardization of processes to your document handling.

ILINX Integrate is designed to complement a wide variety of enterprise systems. One of the biggest uses of ILINX is to provide imaging or document management functionality as a ‘bolt-on’ to existing ERP platforms. When the system integration is done right, most users do not even know they are using ILINX Integrate.  It simply appears as if every needed document is stored right in the ERP system.

In addition to the ROI provided by the imaging itself, it also allows the most basic business processes to be enhanced through workflow applications. Enterprise Resource Planning (ERP) provides financial software that facilitates sharing information within the company whereby all departments or divisions can see what is transpiring elsewhere in the company. ERP provides transparent information management so that every division is apprised of events as they happen.

Integrating ERP with document imaging technologies using ILINX power and transform a business into a dynamic enterprise.  To learn more about how ILINX products can enhance your current solution, please register for Nexus.

Andrea Latham, CDIA+

Inside Sales

ImageSource, Inc.

Phone 360.943.9273

www.imagesourceinc.com

 

Benefits of System Integration

Enterprise Content Managment solutions can be expensive.  I have talked with many organizations who see just the cost of implementing solutions and see the benefits as just faster retrieval of information stored in the system.

Integration of your ECM solution with your line of business systems can greatly improve the return on the invstment that you have made in ECM.  Think about how often you are researching employee data in your Human Resources System and suddenly realize that you need actual documents that relate to that data.  You have and ECM system, the problem is that it is not connected to your HR system.  At best you toggle back and forth between screens to get everything you need (maybe clicking on the wrong application and taking extra time. Wouldn’t it be easier if you could access the documents directly from your HR system?

Integration of systems contributes to business intelligence.  How often are you collecting information from multiple systems, often wondering if you have it all.  Sometimes this is just an annoyance.  Sometimes it can be a very expensive annoyance.  Integration used to be a complicated time consuming endeavor.  Now, with integration solutions such as ILINX Connect http://www.imagesourceinc.com/Products/ILINXProducts/ApplicationIntegration/index.htm a single solution can be used to integrate multiple systems using the same procedures for each integration.  How easy can it get?  Want to learn more?  Nexus 2009 http://nexusecm.com/index.htm is coming to Bellevue, Washington on November 2-3.  Come to Nexus and learn more about how integration of your systems can help your bottom line!

Kathleen Fish
ImageSource, Inc.

Going Green with Document Imaging

Green business isn’t just talk anymore!  Many companies today are working on Green Initiatives to make them more environmentally friendly.  One popular initiative is to go “paperless” and implement a document imaging system.  What could be more environmentally friendly than saving some paper, hence saving trees?  Document management reduces paper creation, storage requirements, and travel costs.  Online forms and signature eliminate paper at the source.  There are many resources on Green Initiatives in the document imaging world provided by participating in groups such as AIIM, ARMA, and attending conferences that discuss these initiatives such as the ImageSource conference, “Nexus.”

When it comes to deciding what kind of scanners you need for your document imaging system, many companies are taking a harder look at which manufactures are producing environmentally friendly equipment.  Some concerns include what type of chemicals used in the products, energy-saving modes, duplexing options, and if the manufacture recycles.  Compared to other office equipment, (According to the EPA)  a scanner consumes significantly less energy than a photocopier, resulting in lower green house gases.

American office workers use four million tons of copy paper annually, equivalent to 10,000 sheets of copy paper per worker.  If the United States were to reduce office paper by 10%, 1.6 million tons of greenhouse gases could be eliminated, the same as removing 280,000 cars from the road.  As more companies implement document management systems, their paper creation and use goes down and therefore create less greenhouse gases.  Although our world is far from being completely paperless, we are surely making great strides in that direction and lessening our footprint on the environment in the process.

Andrea Latham, CDIA+

Inside Sales

ImageSource, Inc.

Phone 360.943.9273

www.imagesourceinc.com

Use ECM Training to Maximize Your Investment!

Have you ever bought a VCR, Stereo, DVD Player or any high-end electronic gadget?  It normally comes with a fancy remote control or interface with multiple options on it but all you really want to do is watch a movie. You would be just as satisfied for the moment with just two buttons, “stop” and “go”.  At home the extra functions may improve our lives or they may not.  They might be just for fun.  But either way what extra features you don’t use or know about, doesn’t hurt you..usually.

Many companies approach their imaging systems the same way. It does what it does from the day it was enabled, it works and that’s it. When they hear about other peoples’ systems, they wish their system could have similar functionality… and maybe it does, but who has the time to figure that out?

Take the time to maximize your investment!  It was worth it to someone in your organization to make the investment initially, so why wouldn’t you use it to its full potential?  Well you might not for the same reason humans don’t do most things – a shortage of Time .  Time is important and once you dive into exploring your current software who knows how long it will take or if what you are focusing on will benefit your existing process?  At ImageSource, we have found that the most important and undervalued item with an imaging system is training.  With professional training, concerns can be addressed in a focused environment and a structured time frame. Our most successful customers realize the benefits and importance of training, both initial and on-going training.

Often when customers contact us looking for additional hardware and software, we can ask some probing questions and discover that the issue may resolved by scheduling a consulting day to review their installation and recommend best practices for their environment.  Paying for one or two days of training is definitely less expensive that investing in additional hardware and software products that may not even be successful.

Taking responsibility for your components isn’t easy, and you can simplify the process by receiving professional training/consulting that will inform, educate and assist you to the right path of choice sooner rather than later.  Additional training and professional services consulting are offered at ImageSource – you might be surprised what is discovered!

Professional training provides knowledge.  Knowledge is power.

Andrea Latham, CDIA+

Inside Sales

ImageSource, Inc.

Phone 360.943.9273

www.imagesourceinc.com

Highlight on Canon Scanners

This week we are going to talk about Canon and their line of High/Mid/Low-volume, and check scanners.  Canon scanners are usually priced very competitively.  At ImageSource we also manage scanner service repair and Canon’s are just as reliable and have the same loyal following as other brands.

Canon scanners offer the kind of high-performance features that make converting paper documents easier. Like high-speed precision feeding technology, compact design, high-speed color capability and even flexible configuration options.

Canon’s highest volume scanner is the newly released DRX10C, which rivals the competition with an impressive 128 pages per minute scanning speed in both color and black and white.  Great image quality comes from the onboard image processing chip that can handle multiple image processing functions.  It also boasts the industry’s first dust-free scanning system which prevents dust particle from adhering to the sensor glass.  This minimizes manual cleaning for the end-user thus reducing time spent maintaining the scanner.  This robust design allows for up to 60,000 scans per day meeting the demands of production level scanning.

The rest of the Canon scanner line includes 18 models ranging in speed from 20 ppm up to 112 ppm.  This expansive variety of models allows the end user to find the perfect fit with speed and design for their document capture or distributed capture solution.  Canon also provides 3 different models of check scanners, which is a niche that most of the other well-known scanner manufacturers do not venture into.  This can be very beneficial for those in Billing and Accounting areas of business that deal mainly with processing large quantities of checks.  Having a true check scanner give you the option of reading the MICR codes on the bottom of the checks.

One noticeable difference with the Canon scanner line is that they do not ship with Kofax’s Virtual Rescan (VRS) technology that many of the other manufacturers include as a basic with their standard packages.  It can be added on to any of the scanners as an aftermarket upgrade, so not bundling it with VRS cuts down on the cost.  Talk about flexibility.

And…Finally network scanners with new technology have arrived!  Stay tuned next week for our blog about Network scanners, including those offered by Canon.

Andrea Latham, CDIA+

Inside Sales

ImageSource, Inc.

Phone 360.943.9273

www.imagesourceinc.com

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Document Capture with Bowe Bell & Howell

Bowe Bell & Howell NgenuityThis week we are going to focus our attention on the Bowe Bell & Howell brand Document Scanner.  They are known for their presence in the high-production environment, and with their work-horse 8000 series scanners, BB&H can really enhance your document capture solution in a production environment.

Bell & Howell recently launched the replacement to the 8000 series line with the “Ngenuity” high-production scanner.  These 4 models of the Ngenuity were redesigned to include some of the latest technologies and to make maintaining this scanner much easier for the end-user.  For example, the lamps in the Ngenuity have been replaced by LED technology so they last the lifetime of the scanner and require no warm-up time.  That eliminates the end-user having to purchase these consumables and replacing them on a regular basis.

The internal construction of this scanner is still all stainless steel and now includes a straight paper-path option to reduce jamming and feeding issues.  You now have the option of using two separate paper paths making the scanner more flexible for accommodating your scanning needs.  The Ngenuity also has an unlimited daily duty cycle (number of pages that it can scan per day without reducing the life expectancy of the scanner), which is a great feature not offered by many other manufacturers

Even if you have a lower production or distributed capture environment, Bell & Howell offers their Truper and Sidekick models.  The Truper 3200/3600 models are rated at 67 ppm (pages per minute), the Sidekick 1200 rates at 23 ppm, and the Sidekick 1400 at 43 ppm.  As a point of interest, the Truper made the Guinness Book of World Records for the Longest Scanned Document – an astonishing 3,875-foot document.  Many organizations use the Sidekick models in their distributed capture solutions so branch offices to scan their documents and send them electronically to the home office.

So no matter what kind of document capture solution you might have in place in your organization, B&H has a scanner that can fit your needs.  And ImageSource is a reseller of the BB&H scanners, here to help answer any of your imaging and document capture questions.

Andrea Latham, CDIA+

Inside Sales

ImageSource, Inc.

Phone 360.943.9273

www.imagesourceinc.com

Highlight on Fujitsu Scanners

We thought it would be a good idea to spend a few weeks highlighting some of the different scanner manufacturers and what kind of equipment and service they offer and the benefits of purchasing their product.  This week we are going to cover Fujitsu scanners.

Fujitsu offers a very wide range of scanner models from the ScanSnap S300 which is rated at 8 pages per minute (ppm) all the way up to the 5900C, which is rated at 100ppm.  For a more complete list of the Fujitsu models available, click here.  The majority of Fujitsu’s mid-range scanners come with an on-site 3 month Next Business Day response warranty.  They also come with a nice package of software including:  Kofax VRS, Adobe Acrobat Standard, and ScandAll21.  Also, most of the scanners are now Dual Interface: Ultra SCSI & USB connectivity, see blog about USB vs. SCSI scanners.

A couple of the newer models that Fujitsu has released, the 6670 and 6770, have 15,000 page daily duty cycles.  That means that they can scan 15,000 pages in one day and not shorten the life span of the scanner.  That is about twice the daily duty cycle of the models they replaced, the 5650C and the 5750C.  That high of daily duty cycle is quite good for a scanner in its price range.  For the lower volume and price range, another two new models are fi-6130 and fi-6140. These little workhorses scan 40ppm and 60ppm and an optional Flatbed can be purchased separately for both models.

Other benefits of the Fujitsu scanners are the service offerings. Fujitsu is one of the few remaining scanner manufacturers that maintains their own warranty and post warranty contracts. This permits for high availability of quality phone support prior to an on-site repair call as well as high availability of parts when and if an on-site service call is needed. Fujitsu service offerings range from Basic coverage (any hardware failure that isn’t consumables, see blog about the difference between parts and consumables) to the more elaborate ScanCare package. ScanCare is a more comprehensive contract which can include several Preventative Maintenance (PM) visits per year and consumables kit(s) depending on the model. First time buyers can sometimes experience sticker shock over the cost of some of these contracts but once you calculate the guaranteed PM visits, the consumables and the end user training,  you should be able to quickly gauge the value. Plus to replace a major part on scanners can often run into the thousands of dollars.  Contracts are much cheaper than replacement scanners and if it’s a mission critical scanner can you really afford not to be covered?

Andrea Latham, CDIA+
ImageSource, Inc.
Phone 360.943.9273
www.imagesourceinc.com