DOCUMENT NAVIGATOR SALES GUIDE ADD NAME. KONICA MINOLTA Document Navigator Sales Guide

Transcription

1 DOCUMENT NAVIGATOR SALES GUIDE ADD NAME

2 WHAT IS DOCUMENT NAVIGATOR? The document business critical data, currently locked in paper form The MFD the on ramp to an organisation s digital information workflow Document Navigator the middleware/bridge from paper form to digital environment The Backend an existing fileserver, or CMS/ERP/DMS, or digital archive 2

3 WHAT IS DOCUMENT NAVIGATOR? It s document capture middleware The bridge between paper and electronic document flows It doesn t lock you in to a specific document system now, or in the future Integrate Scanshare into your existing document system, business application or network file server Its job is to scan data, attach metadata, perform transformations and deliver to a document system or defined file storage It converts files to a searchable format and can extract data from areas (or zones) to automatically drive business processes and workflows 3

4 HOW IT WORKS - OVERVIEW Capture scan document with MFD client or via watch folder, , FTP and Desktop Client Process image enhancement, convert to desired format, extract data from the document (text, barcodes, marks etc.) Store connect to document system or fileserver, rename file and place in location 4

5 DOCUMENT WORKFLOWS Example document workflows for Document Navigator

6 DOCUMENT NAVIGATOR EXAMPLE 1 DYNAMIC CHOICE Requirement integrate MFD and scan solution with existing folder structure on fileserver; if the folder structure changes automatically update the MFD display; reference number should look up a table on the corporate Microsoft SQL database Metadata selection Questions on MFD point to live directory structure and reflect any changes automatically; the user can enter the name of a new directory to be created if required; the SQL lookup function returns a list of reference numbers from the company database for selection; the document is automatically filed and requires no further user intervention 6

7 DOCUMENT NAVIGATOR EXAMPLE 1 DYNAMIC CHOICE Animated Slide! Press Shift + F5 7

8 DOCUMENT NAVIGATOR EXAMPLE 2 - AUTOMATION Requirement process documents of a specific type automatically, using information in the document to route, distribute and file the document correctly Barcode detection Read barcode value and use it to rename the document and select correct directory on server Zone OCR Extract address to send copy of document Delivery and Storage Utilise the Zone OCR metadata in the address field for the connector and utilise the barcode value in the subject. The barcode metadata value is used to select the correct document type folder on the fileserver. 8

9 DOCUMENT NAVIGATOR EXAMPLE 3 CONVERT ARCHIVE Requirement back-file conversion of paper archives into PDF/A format for long-term storage and retrieval; scan in batches but require each document filed separately in the archive; take a copy of the metadata and store in the CMS Barcode separation Scan the documents in batches to speed up processing, using a barcode separation page to split the individual documents automatically File Format Select PDF/A for ISO-approved, long-term archival of documents and records Metadata Export Export document metadata in XML format so that external document systems can import the document and file with the context 9

10 DOCUMENT NAVIGATOR EXAMPLE 4 - LOGIC Requirement scan a form and read the specific areas for marks; redact the personal details; based on the selections made on the form move the document to the appropriate directory and notify the user that it requires further processing OMR Processing Create document zones for the OMR module to interrogate; use the Script connector to create a custom VBScript to read the contents of the document zones and build an output path Redaction Use the annotation module to redact the name and address areas of the form Notification and Storage The notification module can alert a user to a new document (without including it as an attachment); the file store module takes the path built with the VBScript, using the form data 10

11 DOCUMENT NAVIGATOR EXAMPLE 5 - INTEGRATION Requirement scan a standard invoice and use the data on the form to update the internal records; convert the scan to a Excel file and deliver to a SharePoint server Zone OCR Processing Read the contents of this zone which is the same on each document; use this value to update the corporate database and name the file SQL Connector Update the corporate database with the value from the Zone OCR Conversion and Connection Select the Microsoft Excel (XLSX) format as standard output; upload the document to the corporate SharePoint server in the desired file library with the correct naming convention 11

12 DOCUMENT NAVIGATOR EXAMPLE 6 RECOGNITION Requirement scan multiple invoices from different suppliers; automatically detect which invoice is from which supplier and extra information from the document to ensure it s filed in the correct directory on the server, and notify the user FreeForm Recognition Train the FreeForm module to recognise every incoming invoice. Once identified the FreeForm module will select the appropriate sub workflow for the specific invoice type. Each sub workflow has OCR zones defined to select the correct directory on the corporate file server to store the document. Notification Module Once successfully processed the user is informed that the document has been delivered to the specified directory, so it can be further actioned. 12

13 FACTS ABOUT DOCUMENT HANDLING Information to help create the customer pain points

14 DOCUMENT FACTS The paperless office, once predicted as a result of information technology (IT), has not transpired. Industry analysts estimate that 95% of business information is still stored on paper More than 70% of today s businesses would fail within 3 weeks if they suffered a catastrophic loss of paper-based records due to fire or flood 45% of documents in filing cabinets are duplicates 18 minutes is the average search time for a document 14

15 DOCUMENT FACTS 15% of an organization's revenues are spent creating, managing & distributing documents On average $30/hr knowledge workers waste $4,500/year working with paper documents Paper in the average business grows by 22% a year, meaning your paper archive will double in 3.3 years 60% of employee time is spent working with documents 15

16 DOCUMENT FACTS 15% of paper documents are misplaced The handling cost of documents is about 6% to 15% of all revenue of a company 85% of all archived documents never leaving the filing cabinet, once filed When an employee leaves a company 70% of his knowledge walks out the door with him 16

17 DOCUMENT FACTS The average daily web user prints 28 pages daily For every $1 that a company spends to create a final document, $10 is spent to manage the creation process Electronic-only filing would halve the storage space needed for paper in 5 years, a saving of nearly 8% in overall office costs 45% of printed documents are discarded in the same day 17

18 DOCUMENT NAVIGATOR MODULES

19 HOW IT WORKS - CAPTURE MFD embedded, intuitive, touch user interface (Bi-directional connection with folder browsing, dynamic db lookup and realtime filtering) Watch Folder receive documents from any scan device or existing electronic files (for example from an existing digital archive of raster PDFs) FTP receive documents via the FTP protocol, suited for transferring large files over long distances receive scanned documents as attachments to an address use the text in the (body, subject, etc.) as metadata 19

20 HOW IT WORKS - PROCESS Desktop Client connect to any TWAIN-enabled scan device (various brands of MFDs, desktop scanners, highvolume scanners etc.) or import existing scanned documents (TIFF, PDF etc.) 20

21 HOW IT WORKS - PROCESS Advanced Image Enhancement deskew and despeckle; remove hole punch, lines and dots; delete empty pages, white space, empty pages and borders (CSE support deskew and blank page removal only) Zone OCR (zone optical character recognition) read an area of the document to extract the data which can be used to rename the file, select a location or address, update a database etc. 21

22 HOW IT WORKS - PROCESS BCR (Barcode Recognition) recognise and utilise the value of dozens of different types of barcodes (CSS supports 40 barcode types as well as 2D/matrix and barcode writing) OMR (optical marks recognition) read an area of the document to analyse the areas which have been marked (useful for exam papers or for checking documents for signatures/form completion) 22

23 HOW IT WORKS - PROCESS FreeForm Recognition automatically recognises registered document types and selects the correct sub workflow with no user intervention Annotations add stamps, commentary, marks or area redaction to a scanned document, automatically 23

24 HOW IT WORKS - PROCESS Magnetic Ink Recognition (MICR) recognise and utilise magnetic ink font written on bank cheques ICR (intelligent character recognition) reads handwriting and converts into searchable text (No doctors handwriting please! Supports neat, handprinted text but not cursive!) 24

25 HOW IT WORKS - STORAGE delivers the file as an attachment to one or more addresses; use metadata in the subject or body and the attachment file name (CSS also supports notification as well as advanced MAPI connector) Windows File System file documents to any shared drive or UNC path; the MFD client enables folder browsing as a convenient way to select a location System Connector connect to various cloud-based file hosting services, databases, DMS, ERP, CMS and records systems via the library of system connectors (Scanshare supports a limited set of connectors; Scanshare supports over 30 native systems with the ability to easily create more connectors or use a standard, internet document protocol) 25

26 HOW IT WORKS - STORAGE ABC format lossless proprietary format which creates files suitable for long-term archive, with file sizes that are 5-8 smaller than compressed PDF (Scanshare can also reconvert ABC files back to TIFF/PDF/DOCX etc. later, when required) Databases connect to any ODBC-compliant data source, to update records tables based on contents of scanned documents and metadata Script the do anything connector which makes impossible customer requests possible; connect to multiple systems, locate the correct directory, update a database and notify the user. no problem 26

27 FEATURE HIGHLIGHTS Document Navigator vs. Document Navigator Essentials

28 MAJOR FUNCTIONS AND FEATURES File format highlights * Searchable PDF, PDF/A Encrypted PDF TIFF JPG Word (DOC, DOCX, RTF) Excel (XLSX) Advanced Bi-tonal Compression XML Metadata Raw Backup * (Document Navigator can utilise around 20 different output file formats) 28

29 MAJOR FUNCTIONS AND FEATURES Processing Options Automatic deskew Blank page removal Advanced image enhancement Full page OCR Zone OCR OMR ICR Barcode recognition Advanced Barcode recognition FreeForm recognition 29

30 MAJOR FUNCTIONS AND FEATURES MFD Client Integration Typed Selected: Static Selected: SQL Selected: Connector Selected: Script Selected: XML Folder Browse Search While Typing Regular Expressions 30