“Easy to Use” Scanning

Visioneer’s VP of Marketing wrote a post on Xerox’s “Big I, Little t” blog about easy to use scanning solutions. He said that what his customers have told him is that it is important for them to be able to scan documents and send them to a destination such as a back end application by touching a single button – something that Visioneer’s OneTouch solution can deliver. Granted, this is very easy to use. However, it is not always appropriate for companies’ various document workflows.

His post specifically mentions Microsoft SharePoint as a backend application that customers would want to include paper-based information in. This is a perfect example of why it is important to offer employees a scanning solution that is both easy to use AND supports various document workflows. SharePoint is a powerful collaboration and workflow tool for knowledge workers. And those knowledge workers want to be able to include paper-based information inside SharePoint. But it is rare that every document will need to go to the exact same destination, or will need advanced imaging processing. Most of the time, knowledge workers are interested in converting that paper document to a PDF file, possibly OCRing the document and/or adding some simple indexing information for improved search and retrieval, and then choosing the destination (site, subsite, document library, etc.) within SharePoint to send it to. They can not do this when the scan task is pre-defined.

There may, of course, be some cases where a choice of “one touch” scanning for a repeatable scanning task and destination may be the preferable method. An example of this could be scanning in timecards to a destination that the payroll department can access. This type of scanning can be combined with more flexible options in a solution that provides users with the choice to scan and send documents in the way that best meets their workflow needs.

In this scenario, when that user walks up to a scanning device, they may be presented with two (or more) choices – Scan to SharePoint (which allows them to select scan settings and navigate to areas of SharePoint that they have access to) and Scan to Payroll (which automatically chooses the scan settings and routes the document to the destination with one touch). The point is that a document imaging solution that is flexible enough to support any workflow is, in fact, the easiest to use because it does not make knowledge workers change the way that they work.

Choice -- especially when presented in an interface at the scanning device which is comparable to the interface at their desktop -- does not equal complexity. And it benefits employees by saving time and effort, improving accuracy and increasing job satisfaction – all while increasing the value of a shared scanning device.

Comments

[Matt Smalls]

The sheer document management will help the people in many ways. The younger generation people have started to use this facility a lot.

[Sarah]

I've used the Xerox scanner range and found them to be excellent scanners, fast, reliable and user friendly.

I noticed they have MS Sharepoint settings in the scanner driver but haven't looked any further so I found your article very enlightening.

Thank you
Sarah

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