November 2003
http://www.transformmag.com/showArticle.jhtml?articleID=15600041
Scan & Capture From the Copier
More and more multifunction machines (MFPs) support scanning, but companies are just beginning to take advantage of basic features such as scan to e-mail. Obstacles remain on the usability and channel fronts, but MFP vendors are refining and improving their capture options. Predictions are that growing ranks of users will recognize the value and importance of scanning documents into workflow applications and content management systems.
by Doug Henschen
TABLE: MFP-Based Scan and Capture Options (PDF, 40K)
MFP-Based Scan and Capture Options, printable version (PDF, 40K)
Just about anyone who knows a thing or two about office equipment knows that modern digital copiers and multifunction devices either include or can be upgraded to support scanning. Meanwhile, most savvy business people are aware that it's faster and more efficient to share information electronically rather than on paper.
So are people putting two and two together? Some are but most aren't.
According to a recent study published by Framingham, MA-based IDC, 41 percent of monochrome laser copiers and other multifunction devices (MFPs, generically) were shipped with scanning functionality in 2002. Scanning support was even higher (70 percent) for color laser MFPs. While these figures sound impressive, they're skewed higher by the many low-cost 14- to 20-ppm MFPs (65 percent) that include scanning as a built-in feature. And it's another question whether the scanning functionality shipped is actually being put to use.
"Right now, a lot more people are taking advantage of the network printing functionality of MFPs," says Dan Corsetti, IDC research analyst and author of "U.S. MFP Scanning Solutions Forecast and Analysis 2002-2007," published in June. "The scanning functionality is the last frontier, and people are just starting to catch on to the 'on-ramp' capabilities of these devices."
MFP-based scanning functionality ranges from basic scan-to-e-mail all the way up to sophisticated, server-based capture systems supporting document-specific workflows with image processing steps, indexing, OCR, barcode automation and exports to high-end document management systems (see "Table"). Naturally, the easier a scanning feature is to deploy and use, the more likely it is to get a workout.
"Scan-to-e-mail is the most widely used scanning function today because people understand it," says Corsetti. "In the future, we think more and more users will recognize the value and importance of scanning documents into workflow applications and document management systems."
Do They 'Get It?'
Much as end users need to be educated on the possibilities of MFP-based scanning, the copier industry itself has long been its own worst enemy (or ally, depending upon your perspective) when it comes to promoting scanning. One reason is that copy and print "clicks" still drive revenues for dealers and manufacturers alike. When scans replace printouts and copies, it often translates into lower lease charges for dealers and diminished (high-margin) consumables revenue. In addition, selling and integrating scanning tends to complicate and lengthen the sales cycle, something many dealers want to avoid.
"The MFP vendors are serious about selling scanning capabilities, but the channel isn't as serious or well equipped to sell scanning into the enterprise," says Don Dixon, a principal analyst at Stamford, CT-based Gartner Dataquest. "It's a complex sale, and only the most sophisticated dealers and direct sales agents are having success articulating the value of scanning solutions to enterprise users."
One aspect of that value is in replacing other equipment as part of a consolidation strategy. "We've been seeing larger companies rightsizing their fleets," Dixon explains. "MFPs are being used instead of multiple printers, fax machines and scanners. Each piece is more expensive, but you'll have many fewer pieces of hardware."
The other value in MFP scanning, says Corsetti, is in fueling the broad-based drive toward efficient electronic workflows. "MFP vendors understand that using these devices as an onramp to document management and document distribution systems is imperative to future growth," says Corsetti. "All documents are moving to electronic processing and management, and the vendors want to be a part of that trend."
Follow the Leaders
Dixon and Corsetti both point to Canon, Xerox and Ricoh as the leaders in promoting and selling copier-based scanning solutions. With its new Multifunctional Embedded Application Platform (MEAP) architecture, Canon is increasingly building standard scanning and more robust "Universal Send" functionality right into its ImageRunner copiers (with no need for hardware upgrades or add ons). To provide a more robust scanning functionality, Canon continues to partner with eCopy, the Nashua, NH-based provider of eCopy ShareScan. Until recently, eCopy was unique in offering scan-time image viewing and editing from a copier-connected PC and control panel. This touchscreen panel also gives the user easy, icon-driven menus with stored export destinations and workflows complete with image processing, recognition and indexing options. Many of these same features are now offered in DocSend, a competing product introduced this spring by Ikon Office Solutions, a global mega-dealer that handles both Canon and Ricoh products.
Relying on the processing power now built into Canon's MEAP devices, eCopy will be able to move away from one of the drawbacks of the current version of ShareScan: namely, the need to add a costly separate touch panel and dedicated PC at each device. Instead, image viewing, stored settings and scan destinations will be exposed through the customizable interface of the device itself. eCopy is expected to unveil its next-generation offering in November.
Xerox, meanwhile, took the gloves off this spring, introducing an aggressive pricing and packaging approach around its new Copy Centre, WorkCentre and WorkCentre Pro. The scanning features available in the WorkCentre Pro line and remaining DocumentCentre models are among the best available, with document templates defining document types, image processing steps, index values and export options. The templates can be centrally created and edited and then shared online among unlimited numbers of MFPs, for a truly enterprisewide approach. Xerox also offers FlowPort, which combines document capture and distribution functionality with export options for leading management systems.
In the last 12 months, Ricoh has introduced ScanRouter Enterprise and GlobalScan, two scalable server-based capture systems aimed at larger, enterprisewide deployments. ScanRouter Enterprise offers centralized administration and connections to up to 32 MFPs. GobalScan supports up to 100 devices, with processing, recognition and indexing features and exporters to several popular management systems.
Other competitors are also beefing up their scanning support. This spring, for example, HP enhanced the capture and export capabilities of its AutoStore software. More recently, Konica Minolta, the product of a notable merger consummated in October, has introduced DocuBreeze, a server-based capture system with upgrades and options for big deployments, archival storage and Web-based retrieval.
Keep It Simple
As robust and feature-rich as some of the more sophisticated MFP capture systems can be, they also run the risk of nullifying one of the main attractions of copier-based scanning: accessibility to everyone and "hit-the-copy-button" ease of use. Watch out for multilayered menus, demanding keying from tiny touchscreens and too-many-step scanning approaches that will only manage to turn off users and send them back to the mailroom.
Analyst Rich Medina of Chicago-based Doculabs advises would-be users to carefully consider the demands of the applications before choosing MFP-based scan and capture alternatives. "When volumes are low and the applications are simple, MFPs can be used to distribute the capture and lower the costs of paper handling," says Medina. "As workflow complexities and document volumes increase, copier-based systems may not be up to the task."
MFP-based capture is a natural for uses such as placing customer correspondence, contracts, job applications or resumes into a shared drive, folder or document management system, says Medina. But for distributed capture in mission-critical applications, such as high-volume loan processing or insurance claims, MFP-based approaches my be problematic.
"In addition to volume constraints and the current, unfortunate tendency to use lower-end software with MFPs," Medina explains, "application complexity demands widespread training and reliable participation from individuals involved in the capture process."
(For extensive advice on document imaging solutions and deployments, register to view our "Scan & Capture for the Enterprise" video Web seminar.)
Many of the systems listed in the Table" are capable of e-mailing or placing images directly from the MFP into watched or hot folders established for specific document types. Management systems can then poll these destinations and initiate specific image processes, recognition steps and indexing profiles. Other systems demand a two-step approach in which users manage images from the desktop, editing, forwarding, e-mailing, applying OCR, indexing and checking into management systems.
If you wish to take an enterprisewide approach, look for a server-based solution capable of supporting multiple devices in multiple locations. Several offer the advantage of centralized administration and control of capture profiles and workflows. Authentication and security must also be considered. Some systems have proprietary, device-resident e-mail address books and mailbox/user ID regimes that must be separately administered. A better approach for large deployments is to piggyback on existing network administration systems and LDAP.
What the Future Will Bring
If IDC's projections hold up, more than 60 percent of MFPs will support scanning by 2007. At the same time, more powerful, single-board architectures will reduce costs while enabling simpler, more powerful scanning applications. And as long as we're dreaming of the future, dynamic, interactive interfaces will walk users through tasks without layers of inscrutable settings, and export options won't require customization.
Until MFP scanning solutions mature, users should walk before they try to run, starting with small volumes and simple applications. Above all else, Medina of Doculabs advises, training makes the difference between successful deployments and failures. You might think it should be "press-the-copy-button" easy, but complexity, confusion and poor user education are among the biggest roadblocks to more efficient electronic collaboration through MFP-based scanning.
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