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02 March, 2009 16:33

Standalone scanners: speed is of the essence

by Ian Thomson

Originally, scanners were developed to create faithful reproductions of originals. And that premise remains. But with rounds of technological development standalone scanners now excel at producing exact copies with considerable ease and speed.

The big push is to make scanning as quick and simple as possible. Canon's use of advanced software, such as Canon MP Navigator, is a perfect example of the trend to make things easier and quicker. The technology recognises the type of document scanned and adjust resolutions accordingly; multiple documents can now be scanned and given a single file name, leading to higher scanning resolutions and speed.

At the high end of the market, Canon provides advanced optics for precision scanning of high quality photographs required by demanding professional users.

Epson's new high-speed sheet-fed scanners, the GT-S50 and GT-S80, are indicative of the latest technological improvements. Epson's ReadyScan LED gives high speed and lower power consumption scanning compared to more traditional technologies.

Software developer IRIS has developed iHQC (Intelligent High-Quality Compression) - an advance, it claims, "none of our competitors offer on the market, yet".

IRIS account manager Emeline Gosselin said: "This new technology, combined with the OCR engine, offers the most impressive PDF colour compression without compromising visual quality, text resolution and legibility of treated documents.

"The main reason for using a business scanner is to move towards a paperless office; for example, scanning documents for character recognition or inclusion in an electronic format, and the archiving of paper-based files," said Martin Johns, Epson "iHQC, is the perfect tool to create, share, archive and retrieve large volumes of colour or black and white documents. It is even 15 times more efficient than jpeg2000 with standard documents."

Budgetary pressure

Yet for all the wizardry mentioned we should not ignore the current reticence to spend. With budgets under pressure, how can you get the most for your money?

The downturn in the market has meant suppliers are looking closely at customers' requirements - information and advisory content are becoming even more valuable than traditional drivers, for instance.

Iris recognises the fallout from the economic conditions - organisations need to cut costs, reduce overhead and be more efficient in operations, but it strongly believes that the implementation of a knowledge management system with features such as scan, convert, organise, store and search can improve productivity and reduce costs in the medium term.

With a plethora of scanners on the market, it is important to assess the different options and technologies available to ensure options match requirements.

Epson GT-50

"By doing this buyers will ensure that they are using the device as efficiently and effectively as possible," said Canon product manager, scanners, Tina Darlington. "Customers should also look for value-added software included in the price of the scanner that will enable them to optimise their purchase such as Photoshop Elements and a recognised third party software such as SilverFast."

Fujitsu Europe has launched four new high-speed colour, duplex models - fi-6670, fi-6670A, fi-6770 and fi-6770A - and a high speed colour simplex model - fi-6750S. All models offer new intelligent functions for advanced paper handling, improved feeding technology and faster speeds. With processing speeds of up to 90 pages per minute or 180 images per minute the new scanners are some of the fastest on the market.

"In today's high paced marketplace, speed and process efficiency is key for decreasing cost. This is true in enterprises of any size and most relevant for companies offering scanning services," said Fujitsu Europe manager, product marketing, Klaus Schulz. "With this new series of scanners, Fujitsu sets the pace for digitising huge volumes of documents in any kind of back or front office environment."

Purchasing considerations

Case study

West Yorkshire Police digitises invoices

Faced with high volumes of paper invoices, West Yorkshire Police (WYP) turned to OCR software from document management company IRIS to help the finance department process 80,000 invoices a year.

Every invoice needs to be scanned, digitised and archived, and the move to digital capture has reduced processing time and costs. WYP implemented IRIS Capture Pro for Invoices 8.5 to extract financial information from invoices, which is matched against orders in the procurement system and, when approved, processed for payment.

The invoices are archived digitally and stored in a Data Management System (DMS). Users enter key words to pull up requested data from searchable and editable documents. Amendments can be made and any missing information corrected. Speeding up response times is one of the main benefits of the system. The DMS has also been integrated into the accounting system to match invoice data to accounting records.

The next step is to decide whether to use OCR software elsewhere in the finance department, including processing handwritten forms.

IRIS Capture Pro costs £1,355 to £15,555 depending on volume processing.

Suffice to say, Epson's range of business scanners are compatible with a plethora of software ranging from OCR (optical character recognition) to document management software.

With a variety of models on offer and numerous accessories, scanners are the tool of choice for the majority of office-based professionals.

Functionality, compatibility, speed and footprint are the most important factors when choosing a scanner.

Epson senior product manager Martin Johns said: "The main reason for using a
business scanner is to move towards a paperless office; for example, scanning
documents for character recognition or inclusion in an electronic format, and
the archiving of paper-based files. The functionality of the software provided
with the scanner plays a key role in achieving these objectives."

The latest Fujitsu fi-6670 and fi-6770 series scanners come bundled with Adobe Acrobat, Fujitsu ScandAll PRO for advanced image processing and enhancement, as well as Kofax VirtualReScan (VRS) 4.2 Professional.

Kofax software

VRS software provides users with more automation capabilities that reduce the need for manual intervention in the scanning process and offers a powerful suite of intelligent image processing features, including automatic orientation, blank page removal, background saturation and colour detection.

The VRS software eliminates the need to rescan document images because of its automatic check for adjustment of alignment (skew), brightness, contrast and image clarity. This reduces the time involved in manual document preparation and enhances the quality of scanned images.

Capturing high-quality images is critical to the rest of the document management process because image quality significantly impacts the success of data extraction, recognition, and retrieval.

If a scanner is to be integrated into an existing document management/archiving system, added Johns, it is imperative that the scanner and driver conform to industry standards such as ISIS and TWAIN.

Speed is also an important consideration in document scanning - in order to achieve maximum productivity the scanner must offer duplexing (double-sided scanning).

Always make sure you check the number of pages that can be scanned per minute when comparing models on offer.

Buying criteria

There are five important areas to consider when making a standalone scanner purchase:

Your current scanning needs and future requirements
Quantify the volume of documents to be processed
The type of documents (invoices, forms, simple text, tables, etc.)
Do you want document indexation to retrieve the information in just a click?
Do you need a document management system?

With office space under pressure, establish where the device will be placed within the office and how much space is available. Easy access is another important consideration.

Darlington added: "There are some scanners on the market, which will sit on a shelf or desk in a vertical position and documents only need to be ‘dropped' in for scanning. Canon's LiDE 600F has a vertical footprint, for example."

It is also important to consider what kind of documents you will be scanning on a regular basis and what device would be most appropriate for these.

For example, organisations regularly scanning from thicker documents, such as books, would benefit from a device such as the Canon LiDE 600F as it opens up to 180 degrees and has ‘gutter shadow' correction technology. This ensures that a clean scan will be achieved at all times.

Canon LiDE 100: USB powered

Some users may need to scan film and slides/negatives. "Certain devices, such as charge-coupled device (CCD) scanners, are more capable of heavy-duty use and with the assistance of specialist software will allow the user to create professional results with this type of document," said Darlington.

Portability versus fixed scanners

Another consideration is whether you want the scanner to be portable, as many of the heavy duty devices are fairly bulky and would need to be permanently positioned in the office.

Portable scanners are very useful for the mobile worker; they give users the flexibility to scan and convert their information anywhere in just a single click, are easy-to-use and, on the whole, require low maintenance.

There are some portable scanners on the market such as Canon's LiDE 100 and 200,
which have a slim and neat design, and are powered by USB making them easy
to move around.

Bear in mind that CCD scanners are traditionally thicker and heavier than their USB
counterparts and, therefore, not portable.

Standalone versus multifunctional scanners

If you have taken the decision to upgrade your scanners, you will undoubtedly be faced with
the question of whether to buy a standalone scanner or a multifunctional devoice.

If volume scanning is your business, it makes much more sense to choose a dedicated scanner

Multifunctional devices have become office workhorses as they provide a suite of features that makes producing documents a lot easier. However, there is a downside to going down the multifunctional route; you may well find that you will not be able to process large volumes of scans and if you are using the device within a workgroup, volume scanning will disrupt printing workflow. You also need to consider your contract arrangements as volume scanning creates wear and tear on the machines so you need to watch out for hidden costs on maintenance contracts.

If volume scanning is your business, it makes much more sense to choose a dedicated scanner.

"Having a stand-alone business scanner and the dedicated software provided with it ensures the ability to integrate into existing document management systems. Multifunction devices are great for an all-in-one space saving device and are designed to do various jobs," said Johns. "However, they may not always have the dedicated software and functionality of single function machines."

Both devices have their benefits and it is very much dependent on individual requirements. A multifunctional device offers convenient scanning for documents and photos and can be more energy efficient than four standalone machines. However, it cannot always offer the same high quality scanning as a single function product.

Scantron iNSIGHT 30

Moving to digital

With a business scanner forming only one part of a digital archiving system, the move to digital must take account of the overall IT infrastructure, including storage, network speed and connectivity, processing power and software.

Johns said: "A business may require a company-wide solution or a standalone option for individuals.

"Epson has both A4 and A3 business scanning solutions to meet these needs ranging from the GT-1500, which is a cost effective 18ppm single sided A4 flatbed scanner suitable for standalone solutions to the other end of the scale with the latest 40ppm A4 sheet fed duplex scanner, the GT-S80 series, which is small enough to integrate onto each desktop for a high speed document management solution."

Digital storage can free up space dramatically in the office, but Darlington stresses the importance of training, recommending that "all users are trained in using the system so that it is used as efficiently and effectively as possible, and that
data is backed up regularly in more than one location to prevent loss in the
event of unforeseen circumstances."

Glossary

ISIS (Image and Scanner Interface Specification)
Industry standard interface for image scanning technologies supported by a large number of application and scanner vendors, and rapidly becoming a de facto industry standard. ISIS drivers ensure scanners run at their rated speeds or higher.

TWAIN
TWAIN is a key industry standard interface used to transfer images from scanners and digital cameras directly into applications which can make use of this data, such as Adobe Acrobat.

Optical Character Recognition (OCR)
OCR software converts the scanned image to text that can be edited on a PC or Mac. Scanned documents can be stored, retrieved, distributed and used like any word processed file. Scanning with OCR means that paper documents can be archived and distributed.

Colour depth
Colour depth is the number of bits used to represent the colour of a single pixel in a digital image. Higher colour depth gives more accurate colour reproduction, smoother gradations between colours and detailed shadows and highlights in the scanned image.

Resolution
Resolution relates to the level of detail of a printed image, and can be expressed in dots per inch (dpi). Higher resolution means more image detail and better image quality but a bigger file size. Document scanning requires a resolution of only 150-600dpi, whereas scanning photographs requires a higher resolution to capture the image detail

Scan mode
8-bit grey scale: 256 shades of grey
10-bit grey scale: 1024 shades of grey
8-bit colour: 256 colours
24-bit RGB: 16.7 million colours
30-bit RGB: 1 billion plus colours

IRIS' approach is to establish a statement of intent from a customer, essentially determining its needs and understanding of business processes (information workflow); a choice of the right technologies; and training and support for individuals.

To make the most of scanning, user training is critical to make sure that scanning hardware is used in the most efficient way possible. Creating a digital filing system will reduce reliance on paper and speed up the search for files. The starting point is the scanner hardware but it needs to form part of an overall electronic storage strategy.

Case study

Financial advisers streamline paperwork with Kodak scanners

Independent Financial Services (IFS), a nationwide firm of independent financial advisors, has installed 100 Kodak ScanMate i1120 duplex scanners in its branches in a company-wide deployment of electronic document management software to deal with client files and shift away from paper storage.

The Kodak scanners were supplied by online reseller, BMI Solutions, in a deal worth almost £30,000.

Headquartered in Stonehouse, Gloucestershire, IFS has 140 staff at 64 UK locations. Privately owned, with turnover in excess of £5 million, the company provides independent financial advice to private investors and trade organisations.

IFS chairman Barry Wycherley said: "As a FSA-regulated business, we are ultimately responsible for the advice given to clients and this is documented in paperwork which has historically all been paper-based.

"While it has never happened, this leaves the business vulnerable to claims if files were damaged, lost or stolen and we couldn't prove what advice was given."

After a thorough risk assessment, IFS decided it was time to modernise its document management processes. After reviewing various options, IFS opted for Kodak scanners from BMI Solutions to add to two existing higher end scanners. In a phased roll out, a ScanMate unit will be installed on practically every staff desk.

The Kodak i1120 ScanMate scanners come with a software bundle including Nuance ScanSoft PaperPort 11 software which allows IFS staff at each office to scan all historic paperwork - a huge task equating to thousands of files each containing hundreds of pieces of paper - and current client documentation.

The whole process of moving away from paper to a computer-based approach
to file management has allowed IFS to improve organisational efficiency and
remove paperwork. Using the scanners, staff have already disposed of 30,000
historic files after they have been scanned, a workload equating to 18,000
scans per day over a three month period.

Now IFS advisors scan paperwork directly into client specific folders and this documentation is captured automatically on a weekly basis using a bespoke application called IFS DB Manager, which populates a Microsoft Office Access database solution based at head office.

Wycherley said: "IFAs (Independent financial advisers) produce tons of documents
from the first ‘fact finding' stage where clients' personal financial circumstances
are assessed and recorded, to applications, ongoing evaluations and then
management of commission statements.

Kodak i1120 ScanMate

"The business was swamped with paper and deploying scanners and, in future, a group-wide electronic document management system, will allow us to streamline this."

While IFS is happy with the PaperPort software, it is looking at other document management systems to improve collaboration, as well as working to centralise some of its IT resources to improve security and day-to-day management.

Wycherley said: "Over and above the obvious benefits, the real value for us of scanning and electronic document management is the protection it provides in terms of proving what advice was given to clients if ever there were a query. It is this safeguard which makes the investment in the hardware and software totally worthwhile."