Distributed capture is undergoing an evolution. This shift began when scanning moved from a specialized, production-focused operation that is centralized in a single area to creating greater access to capture capabilities at multiple points in an organization. But one important aspect did not change - typically capture still required dedicated scanning devices run by expert operators.
The evolution in distributed capture continues today and is a driving force in the adoption of multifunction peripherals (MFPs). The MFP has brought business scanning to the knowledge worker level, providing a publicly shared device that does not require a dedicated professional to operate it.
This change is transforming business because now the people closest to work processes can choose at what point paper-based information is added to workflows. It is enabling the best practice method to capture paper-based information at the point when it is most convenient to the knowledge worker.
Traditionally, most organizations used only a centralized scanning approach or outsourced service because of the training and scanner technology required. However, as MFPs replaced analog copiers and scanning technology became widespread within the enterprise, a tipping point occurred where dedicated scanners and specially trained personnel were no longer the only feasible method for distributed document capture.
With MFPs, any knowledge worker can add a paper-based document into the correct electronic workflow by simply "copying" it to an enterprise application. This capability is creating a fundamental shift in the options available in document capture.
Drivers Behind MFP Scanning
There are both business and technology drivers behind the rapid adoption of MFP-based capture.
From a business perspective, document capture is all about improving the speed and productivity of business workflows, pushing companies to convert paper-based information into secure digital documents so they can keep up with the pace of e-business processes.
According to Keith Kmetz, vice president of hardcopy peripherals solutions and services at IDC, "Too often, companies have two work processes tackling the same business task - one electronic workflow moving at Internet speed trailed by a paper-bound process that slows everything down. Organizations can remove this roadblock by converting paper to secure digital documents, and connecting them with the applications and digital workflows that run the business - so all the information needed to complete a task is readily available."
The MFP is ready and able to address these needs. It has been designed to require little or no formal training to operate. Knowledge workers are already comfortable using MFPs for printing, copying and faxing. Additionally, by tapping MFPs for scanning, this increases the utilization of these multi-purpose devices, improving total cost of ownership.
Another important factor is that the MFP is already connected to the corporate computing network. This means individuals can utilize scanning software to send documents to their desktops, fax servers and business applications (such as content management and e-mail) right from the MFP. The ability to have real-time integration to business applications is important because it enables scanned information to be immediately available so users can fully participate in a business workflow by bringing in high-value documents at the point of their choosing. They do not have to wait for documents to be captured by someone else. This application integration also increases the number of documents retained for future sharing and long-term storage.
From a technology perspective, document capture software capabilities for MFPs have advanced to the point where they are equal to desktop scanners in providing all the image handling features that users need. These features include …
- Support for multiple file formats including PDF, JPG and TIFF.
- Scanning at any resolution a user wants up to 600 dpi x 600 dpi.
- Ability the preview a scan job prior to executing it.
- OCR capabilities that convert images into editable text and searchable PDFs.
- Document capture operating environment available in multiple languages.
- Automatic color detection to support mixed scanning in the same document.
- Advanced file compression technologies that reduce file sizes and network demands.
Today's MFPs are priced and configured for a range of organizations, from a small business to a large enterprise, enabling companies to select a device appropriate to their business usage. They work with a number of document accounting and cost recovery systems to track scanning and allocate costs as needed throughout the company. This also enables companies to monitor usage trends and make system changes if scanning resources are not optimally deployed.
Best Practices for MFP-Based Distributed Capture
MFP-based document scanning augments - not replaces - existing production scanning processes. It brings a strategic added value to scanning options - delivering business scanning capabilities to the document owners themselves.
There are four essential elements to achieving best practices in distributed scanning deployments. They revolve around ease of use, cross-platform scanning, document security and information technology control.
Ease of use and productivity are critical factors. MFP scanning software should allow users to create one-step processes where repetitive tasks can be executed automatically, such as scanning a document to a specific repository location. To enable users to complete their scan processes quickly, an MFP must support concurrent printing and scanning. Also, users should be able to easily combine scanned documents with electronic documents.
According to Tony DeLoera, chief technology officer at the law firm Ice Miller, "We deployed an MFP-based capture solution to bring document scanning closer to our users. Critical to success was ease-of-use. We needed a solution where attorneys can get a scanning job done easily, so that they can quickly get on with their business."
Another essential element in facilitating ease-of-use is cross-platform support where the same scanning software is available at all MFPs in the enterprise. This approach enables office workers to use common scanning procedures at any of an organization's networked MFPs regardless of vendor brand. A common scanning software approach also makes it easier for IT personnel to manage multiple devices from different manufacturers.
Looking at document security, even though document scanning capabilities are distributed throughout the organization, the best practice is to extend existing centralized security capabilities to safeguard intellectual capital and conform to government and corporate compliance programs. With MFPs, the business can leverage network connectivity to require user authentication so access destinations and other security rights are all enforced at an individual user level. This allows companies to maintain document audit trails - logging which documents were scanned, when they were scanned, who scanned them, and to whom they were distributed.
Network-connect capabilities of MFPs also enable IT systems administration best practices. For example, IT administrators can centrally manage scanning capabilities to make available only the features and settings they want users to access - on an individual basis. Also, administrators can centrally maintain the corporate e-mail address book. This way, users can utilize any MFP in the enterprise for scanning and e-mail distribution of documents without delay.
When Production Scanning is the Best Option
As previously mentioned, distributed scanning is one option in a complete document capture strategy. It will never replace production scanning.
For example, production scanning is more appropriate for lengthy, high-volume capture jobs that would tie up a device. About 30 people share an MFP in an office, meeting their printing, scanning, copying and faxing requirements. Ideally, a document scan job at an MFP should take two to three minutes, ensuring that individuals aren't waiting for the resource. Typically, MFP scanning jobs range between one to thirty-five pages with occasional jobs that require more pages. Consistently higher volumes are usually handled through production scanning. Additionally, applications that require extensive document processing, such as content recognition services like check remittance, are best suited for production scanning operations.
MFPs also have physical limitations on the document types they can handle. They work best with standard office documents such as letter, legal and A4 size pages. Engineering and drafting documents are more appropriately handled by specialized capture devices. Also, high volumes of smaller documents, such as credit card slips, that are processed using a feeder should be addressed with production scanning.
MFP Scanning Drives Improved Productivity
There is a new era today in distributed capture where MFPs have firmly established their place in corporate scanning strategies. Organizations are no longer dependent on dedicated equipment or specialist workers for distributed scanning. A shared MFP device publicly available in the enterprise brings document scanning closer to business processes. This enables knowledge workers to participate fully in workflow processes by sharing vital paper-based information - speeding up those processes and improving productivity by ensuring all the information that is needed is available and can be shared electronically.
[Source: AIIM E-DOC]
