Computerworld - Despite e-mail and access to shared databases, the daily tidal waves of paper that businesses have to deal with have not subsided. From purchase orders to contracts, correspondence to catalogs, the average office has stacks of paper full of information to manage and maintain.
While large enterprises have full-time staffers to operate monster machines that digest the contents of reams of paper and place it on company networks, many companies rely on department multifunction printers (MFP) that handle copying and printing tasks for networked users. About the size of a Smart car, these powerhouses can scan pages so that their contents can be saved as electronic data. To take full advantage of this capability, however, you need dedicated software that can simplify and automate the operations. And that's where eCopy ShareScan Suite v5 comes into play.
eCopy ShareScan lets you track all scanning activities by user or by device, either for security or cost-recovery reasons.
This is the first version of this powerful scanning software package to be released since Nuance Communications acquired eCopy just over a year ago. Nuance (formerly ScanSoft, formerly Visioneer) has grown to be a dominant power in optical character recognition (OCR) through a long history of mergers and acquisitions. It also picked up the Dragon speech-recognition software when it acquired Lernout & Hauspie. (As it turns out, the algorithms required for speech recognition are also very helpful in OCR processing.)
To continue reading, register here and become an Insider. You'll get free access to premium content from CIO, Computerworld, CSO, InfoWorld, and Network World. See more Insider content or sign in.
Computerworld - Despite e-mail and access to shared databases, the daily tidal waves of paper that businesses have to deal with have not subsided. From purchase orders to contracts, correspondence to catalogs, the average office has stacks of paper full of information to manage and maintain.
While large enterprises have full-time staffers to operate monster machines that digest the contents of reams of paper and place it on company networks, many companies rely on department multifunction printers (MFP) that handle copying and printing tasks for networked users. About the size of a Smart car, these powerhouses can scan pages so that their contents can be saved as electronic data. To take full advantage of this capability, however, you need dedicated software that can simplify and automate the operations. And that's where eCopy ShareScan Suite v5 comes into play.
eCopy ShareScan lets you track all scanning activities by user or by device, either for security or cost-recovery reasons.
This is the first version of this powerful scanning software package to be released since Nuance Communications acquired eCopy just over a year ago. Nuance (formerly ScanSoft, formerly Visioneer) has grown to be a dominant power in optical character recognition (OCR) through a long history of mergers and acquisitions. It also picked up the Dragon speech-recognition software when it acquired Lernout & Hauspie. (As it turns out, the algorithms required for speech recognition are also very helpful in OCR processing.)
The addition of eCopy gave the company a departmental solution, and one that works with all major networked MFPs, including those from Canon, Konica Minolta, Hewlett-Packard, Xerox and Ricoh. ShareScan has embedded software available for all of these (except HP), which means that the software can be controlled right from the user panel on the MFP.
I had the opportunity to spend a day putting ShareScan through its paces. Nuance provided help in the form of two company experts. We met at the Canon Business Solutions center in Jamesburg, N.J., where I was given free run of the demonstration systems, including departmental MFPs and a complete network.
ECopy ShareScan v5 comes in three different versions. ECopy ShareScan Elements has a list price of $795, and handles capture and send tasks. ECopy ShareScan Office lists for $1,495, and adds the ability to connect the MFP to basic office applications. ECopy ShareScan Suite lists for $2,995 and has the features required for advanced automation of workflows. Each license is good for one networked MFP device; annual maintenance and support fees are extra.
I tested the Suite version so that I could see all the available features.
(For companies whose employees may have MFPs and desktop scanners that do not support the ShareScan software, Nuance offers the eCopy ScanStation, a kiosk-style device that holds an MFP or scanner, provides network access and supports all the features of ShareScan.)
The key to efficient paperwork management is to handle each sheet as little as possible. ShareScan has remarkable versatility to help make that happen through the use of "connectors," which integrate with business applications, and "extenders," which perform various processing tasks on the scanned data. Both can be created for business customers by Nuance for additional fees, or by third-party developers; there are also SDKs so that customers can create their own.
Some connectors are straightforward; for example, you could use connectors to automatically take a scanned image, place it in a target folder on a networked storage location and notify someone that the document is now available. You could develop this workflow to send a PDF version of the file, or use eCopy's OCR functions (based on the OmniPage engine) to create a Microsoft Word document or Excel spreadsheet. Or you could define a workflow that would create the file and then send it as an attachment via e-mail to someone.
ShareScan v5 has native integration with Microsoft Exchange and Lotus Notes, so you can use your familiar e-mail system. And since ShareScan works off the same network authentication as the office programs, you have access to all your address lists, right at the MFP console. It even uses a "type-ahead" interface to make it easier to select recipients.
Connectors are available that interface directly with other major software systems, including Microsoft SharePoint, EMC Documentum and Xerox DocuShare. And if you're looking for, say, automatic Bates numbering of scanned documents, it can do it. It can also recognize and read 15 different types of bar codes, including 2D formats, so that individual documents can be identified automatically and routed accordingly.
View the original article here