Posts Tagged ‘MFP’

Scanning Copier Kills SharePoint: Tips to Prevent This Headline in Your Organization

Written by scanguru on . Posted in SharePoint Copiers and MFPs, SharePoint Scanning

Scanning Copiers and SharePoint

Don’t let Copiers Run the SharePoint Show

Scanning copiers / MFPs can arm unsuspecting users, and bring down your SharePoint farm with excessively large files.  How?  Here is the scoop, if you are using scanning copiers to send image files to SharePoint, note the below configuration issues with factory set copiers:
  • Almost all copiers come pre-configured to scan in color.  Those new fangled MFPs are getting better and better at scanning, and oh by the way, most either scan in color or have color auto-sense on out of the box.  Why does that matter?  Well, a typical page scanned in color is 20-30 times the size of a black and white scanned page.   That single page file goes from 25K to 577K…just imagine that 30 page contract ;).
  • Scanning DPI is almost always set above 200.  In the scanning world, 200 DPI is typically fine for normal scanning operations.  In some cases, when OCR or data extraction is in use, 300 DPI can help a bit.  DPI exponentially increases file size.
  • No pre-configured one touch buttons.  Out of the box, most copiers leave all the settings to the end users.  With no pre-configurd scanning profiles, or “one touches”, this can mean disaster.  Beware of the 600 DPI, full color, uncompressed bit map coming your way.
Scanning Copier Screen SharePoint

Too Many Options for End Users

So, how do you prevent the inevitable?  Below are some tips for recommended settings for MFPs:
  •  200DPI
  • Black and White
  • Only add color for specific departmental needs
  • Use TIFF and PDF (no uncompressed formats)
  • When available, use linearized PDF / Web Fast

Document Routing and Microsoft SharePoint

Written by scanguru on . Posted in Office 365 Scanning, SharePoint Copiers and MFPs, SharePoint Scanning

See a ton of companies struggling with the question:  How do i get my copiers to scan to SharePoint? I go back and forth on the idea of panel applications that enable intelligent routing at the copier.  It always comes back to contention at the device.  I recall one instance where an admin had all her documents piled on the copier, they were using eCopy, and she was scanning one document at a time, and sending them to SharePoint.  During her 20 minutes of copier hoarding, at least 10 people walked up, and walked away. There are several things that i believe are absolutely critical to enabling copiers as scanning and capture onramps to SharePoint:
  1. Document Separators are an absolute requirement!!!  You have to be able to take a whole stack of documents, place barcode/routing separators between them, throw them all in the hopper and hit the green button.
  2. Intelligent Routing is required.  Separators need to provide document intelligence, and give the user the ability to pre-index the document through the use of a barcode creation utility, or an Optical Mark Recognition (OMR) routing sheet with check boxes.
  3. Flexibility in routing is required.  An application that can provide automatic routing to SharePoint based on barcodes or checkboxes can provide ultimate flexibility for the users.  The ability to route to site, library and folder is necessary, and the need to set content type and file naming is also a key.
Here is a sample of a routing sheet:   Scanning Route-SP-Dynamic-Template