| Scanning |
 The marriage of documents between a paper-based world and an electronic world can be daunting. Multifunction systems offer a simplified approach to allowing these two business worlds to merge effectively. We make the digital integration of paper documents possible through a few basic functions:
Scanning documents has become a necessity for businesses of all types. It is critical that businesses have the capability to convert their paper-based information into a readily transferable medium. Moreover, with the pervasiveness of color documents in our businesses today, faxing a document often will not work. With a multifunction system, creating an electronic document from paper-based information has never been easier… in color or black and white.
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Scan to Email |
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Scan to email is the most common form of scanning today. Moreover, it can provide the greatest efficiency improvement in any organization. As more and more of your customers are expecting to receive documentation via email, as opposed to fax or traditional post, scanning to email is rapidly becoming a critical business requirement. In addition to direct communication with the recipient, the scan to email function of most multifunction systems also allows for LDAP connectivity (the ability to utilize corporate address books) and authentication to prevent unauthorized access.
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Scan to File |
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Scan to file is the simplest form of scanning. Our multifunction system allow any paper-based document to be scanned to virtually any network folder. The scan-to location can be any folder shared on a network, an Internet folder (FTP), or a user’s individual desktop.
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Scan to OCR |
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Scan to OCR (optical character recognition) allows users to convert their scanned documents into text-editing applications such as Microsoft Word or Corel Word Perfect. Charts and tables can also be scanned into applications such as Microsoft Excel. Users can then edit the documents as any other text or spreadsheet document. Using OCR, there is no need to go through the hassle of retyping documents. OCR functionality allows users to focus their time on business productivity instead of recreating a document simply for the purpose of editing a few simple lines of text.
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Scan to an Electronic Document Management System |
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Scanning to Electronic Document Management Systems (EDMS) is quickly becoming a common requirement for businesses. As more businesses streamline their workflow processes and need to make documents available to more users with greater security, Electronic Document Management technology is becoming increasingly sophisticated to meet the demands. For example, in many cases it is now possible to name and index files directly at the multifunction system’s interface for added document storage efficiency. It is even possible to scan directly to any ODBC compliant database.
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| Common File Formats |
| Our devices scan to common file formats. |
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PDF (Portable Document Format) is becoming widely accepted as the standard for viewing documents online. The software required to view these documents (Acrobat Reader) is a free download and easy for end users to learn. |
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TIFF (Tagged Image File Format) has been the de-facto standard in document management systems for years. Both Macintosh and Windows file systems have the ability to view this document file format, often with no additional reader or software download necessary. |
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JPEG (Joint Photographic Experts Group) has been the standard file format for digital graphics files. This is the most common file format utilized in digital cameras today.
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| Scanning Methods |
| There are two different models that can be employed for scanning. These methods are centralized (pull) or decentralized (push). Each method has advantages and disadvantages. |
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Pull Scanning – documents are gathered to one location, allowing one operator to scan many sets of documents quickly. This is typically the most efficient method for scanning large quantities of documents in a very short period of time. |
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Push Scanning – this is often referred to as convenience scanning. Smaller workgroups can convert paper-based documents to electronic documents utilizing a multifunction system. This allows the documents to be “pushed” to a given location such as an email recipient, network folder, or document management system.
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To learn more about how you can benefit from scanning, contact us today.
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Scanning is the first step in document capture.
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