Multi-Function Peripherals and the Scanning Landscape

This is the third time it’s happened this week. We’re sitting in a meeting, discussing a document management solution and scanning comes up. The VP, IT Manager or Controller proudly announces “Good news on the scanning front, we’ve just bought a new multi-function machine and it scans – so we’re covered there”… My head drops and heart sinks. I now have to politely, and politically, explain that what they own may not be what they need for production scanning.

Since imaging is a necessary part of a document management solution, this discussion needs to go well. It’s not that the Multi-Function Peripheral (MFP) isn’t capable of being incorporated into the Document Management solution (it is), however volume-based imaging has unique requirements.

MFP’s are powerful and productive business tools; they are cost effective, fast and they centralize office administrative functions. The fact that they are proficient at scanning one-off documents has regrettably confused the market with respect to their role in a true Imaging environment. They are not production level scanners, nor do they run the imaging software required to ‘quarterback’ the imaging process. Knowing where to use, and where not to use, the MFP is critical to achieving the business productivity targets. Some of the limitations of an MFP include the following:

Blind Scanning:
MFP scanning is what we call "blind scanning." Without the benefit of a computer monitor, the operator can’t review the image for quality at scan time. In any volume-based imaging application, the threat of a folded page, double-feed or image clarity issue is very real. It’s impractical to ask an employee to review a thousand page imaging job at their desk after they’ve run the documents through the MFP, image review needs to be real time. With a production scanner, the document is scanned and immediately presented on the screen. The scanner can be stopped and issues handled in real time.

Indexing:
Document Management systems depend on index information in order to categorize each document. Proper Imaging software streamlines the process. Powerful techniques for saving time and money, as well as increasing accuracy include the following: bar code recognition, image character recognition, zone registration, document templates, database lookups, parent/child index relationships, mark recognition and optical character recognition. MFPs don’t run Imaging software for capturing index information, so all the images would need to be re-processed through the software as a separate step.

Quality Control:
Imaging software also includes important features such as Quality Control (QC) and Release functionality. A QC module can be used to run comparisons against a database (for example, to look for multiple instances of the same invoice) as well as ensure index values have been properly entered (to confirm a Visa number has 16 numeric digits, for example). From a Release perspective, it is common to either move content over a network at night (when traffic is low) and/or populate both a document management repository as well as a line of business application with the index data. QC and Release functionality work in conjunction with the Imaging software’s Indexing module and pre-coded rules. The MFP only acts as a capture tool, leaving processing to imaging software.

VRS:
Virtual ReScan (VRS) is an electronic check-point for scanned images. As quickly as images pass through the scanner, VRS performs a multi-point inspection of each document. VRS instantly and automatically checks and adjusts for alignment (skew), brightness, contrast, and image clarity. Any inconsistencies are immediately corrected by VRS so that only straight, legible images are created. Unfortunately, VRS won’t run on an MFP. Without VRS, a page might have to be scanned three or four times before the image meets the required quality.

Rush Hour:
Most small and mid-sized businesses have only one MFP. They’ve invested in this excellent technology primarily for photocopy and printing purposes. The fact that they fax is helpful, scanning is a bonus. It is important to understand work practices with respect to MFP traffic. We’ve all waited impatiently at a copier while someone makes 25 copies of a 15-page document. Weighing down an MFP with production scanning is similarly inefficient and frustrating for fellow employees using the same resources.

Critical Path:
Scanning is part of Imaging, Imaging is part of Document Management. If pages can’t be scanned, the imaging fails leading to the failure of the entire solution. Document scanning is too important not to use a proper production level document scanner and imaging software.

There is a place for MFPs in any Imaging/Document Management environment. Since virtually no training is needed to scan a document using an MFP, an integrated MFP solution can enable every person in the office to scan important “one-off” documents for submission into the Document Management solution. For example, a newly signed lease, a product warranty claim form, a client’s reference letter or your insurance policy. These ‘one-off’ documents can be routed to an administrator for proper indexing and release into the Document Management solution.

MFPs are powerful and valuable business tools. They bring value to a Document Management solution when deployed for low volume and/or distributed scanning. It is critical to understand, however, that MFPs are not well suited for high volume, production scanning.


Article written by:
Sean Halliday

Sean Halliday is the President of Imagine eDoc Solutions Inc., a Calgary based Document Management, Imaging and Workflow solution provider. 

To learn more about Imagine’s solutions, please contact us at 403-245-6625 or visit www.imagineedoc.com for more information.