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Client Lunch & Learn (12:15 )

Client Lunch & Learn (12:15 ). Association for Information & Image Management Nov. 2010 Research Scanner Utilization. Topics. Searchable PDF Google Docs DMS Link / Barcode Recognition Metadata Microsoft SharePoint and MFP Integration Save fax line cost by using MFP scan feature

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Client Lunch & Learn (12:15 )

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  1. Client Lunch & Learn (12:15)

  2. Association for Information & Image Management Nov. 2010 Research Scanner Utilization

  3. Topics • Searchable PDF • Google Docs • DMS Link / Barcode Recognition • Metadata • Microsoft SharePoint and MFP Integration • Save fax line cost by using MFP scan feature • OCR – convert paper document to MS Word • Password protect scan document • Kyocera PDF creation software

  4. Topic • Searchable PDF • Browser based PDF search solution

  5. Image vs. Text-Based PDF’s *OCR (Optical Character Recognition) is required to convert Scanned Document to Searchable PDF. OCR is not guaranteed 100% accuracy. The following screenshots are of an image-based PDF and a text-based (searchable) PDF

  6. Demo • Scan and Search PDF files • Use existing Windows directory structure • Using Google Docs • Using SharePoint • Convert already scanned PDF files to Searchable PDF

  7. Topic • Barcode Recognition • Metadata • Folder browsing

  8. DMS Link Middleware to connect MFP &Document Management System Scanned to folder (centralized address book, browse folders) Input Index/Metadata Data at MFP (with Lookup and Validation capability) Barcode Recognition Extend Scan Capability with Custom Script (e.g. Scan to various DMS, SQL Server, Fax Server) Windows Server Capture Module Job Processing Module XML DMS Watch-Folder DMS Database Images DMS

  9. Metadata

  10. Folder Browsing

  11. Barcode Recognition • Barcode Recognition is much more accurate than OCR • Use Barcode value to route the document • Use Barcode value to name the document • Automatic Metadata input based on barcode value • Barcode can be easily created using Microsoft Word or 4 Office Webpage

  12. Demo • Create Barcode routing sheet • Route Scan Document using Barcode routing sheet

  13. Topics • MFP integration with Microsoft SharePoint • Scan document with Metadata • SharePoint Workflow

  14. SharePoint Market SharePoint has been widely adopted by all types of companies and industries. Source: Company references from Microsoft

  15. Association for Information & Image Management Nov. 2010 Research SharePoint

  16. SharePoint Connector • Complete Integration with Microsoft SharePoint • Scan documents to SharePoint • Print PDFs from SharePoint(Forms) • Browse document libraries and folders • Create folders • Username (who scan the document) • Enter values for document library metadata fields

  17. SharePoint Connector (con’t)

  18. SharePoint Connector (con’t)

  19. Demo • Scan using SharePoint Connector

  20. Topics • Scan to Fax • Save fax line cost (from $50 to $10 a month)

  21. Public Switched Telephone Network Leverage Direct Dial Phone System Can you directly dial someone’s phone without going through a receptionist or dialing a main # and extension? * Call Jane’s Direct Dial Phone # 714-555-0124 External Phones Digital T1/PRI Direct Inward Dial (DID) Numbers Direct Inward Dial (DID) Telephone System Jane’s Office Phone 714-555-0124 Joe 714-555-0123 * Note: A telephone system that supports direct dial may not be configured with direct dial #s for all users.

  22. Public Switched Telephone Network Fax Server Advantages Replace every 4 fax machine lines with 1 shared Fax line Purchasing dept. Fax # 714-555-0125 Example Fax DID Costs $0 -$100/Month * $0 - $1,200/Year for 100 Fax #s (DID) ($1/Mo./DID Fax #) External Fax Machines Example: 100 DID Fax #s Through Telephone System Incoming fax to email or print MORE Fax #s than #of fax server lines Direct Inward Dial (DID) numbers Telephone System (Supports Routing DID Faxes via DTMF Tones) * Note: Many times companies have unused DID voice #s that can be used as DID fax #s at no additional cost.

  23. Fax Server Integration • Fax Server standard feature: SMTP Gateway • Scan to email to fax server • e.g. 9055642865@bellfax.ca • Fax Server can be Hosted using Bell Internet Fax or myfax.com etc. • Users do not require to type @bellfax.ca when send fax from MFP • MFP able to Send Fax without Fax Line

  24. Demo • Scan to Fax Server from MFP

  25. Topics • Scan (OCR) to Microsoft Word • Password protect scan document • Kyocera PDF creation software

  26. Office 2010 no OCR to Word Office 2007 Screenshot

  27. Demo • One touch OCR to Word using 4 Office Server

  28. Demo PDF Encryption

  29. Demo Extract one page PDF form a large PDF document

  30. End

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