By ,
September 08, 2010 - 1:17 PM
In the past two years I’ve had a number of projects helping clients determine how to integrate MFPs into their document and records management solutions. These combination facsimile/ printer/ copier/ scanner gadgets shave increasingly become a capture tool of choice.
These gadgets have a number of benefits:
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They save floor / table space. When compared to the space required by all of the devices replaced, they really save space in cramped offices.
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They are easy to use. Unlike many other imaging solutions, they just require tapping on some keys to make things happen. And the user interface is consistent across all functions.
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They save money. Add up the cost of a laser printer, fax machine, copier and scanner, and you will see that an MFP can save significantly.
The aspect of an MFP that is most relevant here is their use as document scanners. So let’s discuss how well they work – or don’t.
MFPs allow distribution of paper capture to low need areas, and can cut the processing delay for materials collected in field locations. They aren’t appropriate in situations where you need to capture transparencies or books, or have a requirement for a high-density image or image enhancement. If you are scanning a large number of pages, go buy the dedicated scanner.
MFPs come in two general flavors:
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PC connected. They attach to a computer and are true computer peripherals. Usage is through software running on the computer.
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Network connected. They attach to your network and interaction is via network protocols. Control is generally through the console.
Now PC connected devices work the same as any attached peripheral, so their operation as a scanner is no different than a dedicated scanner. You install the driver and away you go. Standard scanning packages can be used, and your main challenge is the proper training of the non-dedicated staff involved. Unlike workers who are dedicated to scanning, and usually reviewed for quality, the administrative staff that will be using this gear as a side task. You’ll need to create usage instructions or else you will end up with JPEGs of office documents, or 72 dpi images that won’t OCR.
The real challenge is with network attached equipment. They make the scanning function more broadly accessible, but they obtain that at a price. With the exception of a few units that are starting to appear with a larger console, there is no way to review the image quality at the machine. Configuring standard profiles will at least help with getting consistent settings.
Integration with capture applications becomes more complicated. Most folks deal with these issues by creating a process where the user must inspect the image before sending it in. The MFP drops the image into a shared directory or sends an e-mail attachment. At that point, an automated mechanism could import the image into the capture application, but to ensure that the image is good, the user needs to first look at it and then manually move it into the capture application.
I don’t want to close on a negative note. MFPs are being used successfully to decentralize scanning and provide individuals with the ability to digitize documents for backup, capture or electronic sharing. The trick is training and pre-configuring as much of the capture activities to avoid variations. Otherwise, you will only complicate your life.
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