The Fresh Face Of Workgroup Scanning

Workgroup scanning may be old news, but recently new features and capabilities are being added to these devices giving them fresh appeal. Among the most notable of these changes are the network-ready features beginning to transform standard desktop scanners into intuitive ad hoc capture devices for small user groups. These features include direct network connectivity of the device, LCD touch screen user interfaces, and, in some cases, even a fully integrated keyboard. With these devices, documents can be scanned without the need for the device to be connected to a PC, providing an intuitive user interface that functions much like a digital copier or MFP (multifunction peripheral). With a network scanner, users can simultaneously share scanned document files via e-mail, send files to network locations, send files via FTP (file transfer protocol), route files to document management systems (local or remote), save files to local USB drives, and/or print them via networked printers. These network features combined with enhanced security components are opening up a whole new potential imaging audience to VARs and systems integrators.

Hardware, Software, And Security: Maximizing Income Potential
While network scanning capabilities have generated interest among many new potential imaging users, they also have aroused a great deal of data security concerns among the business community. To address these concerns, most imaging devices today have embedded or sophisticated security components, and some have both. "Some network scanning devices automatically take advantage of security protocols already in place on the network through platforms such as Active Directory," says Don McMahan, VP of sales and regional business manager for document imaging, US&C, Graphic Communications Group at Kodak.  "That being said, there is also additional security available on certain scanning devices via portable USB drives. Furthermore, capture software can enable users to apply a digital signature to TIFF files during the scanning process, further enhancing security."

Bill Kouzi, senior VP, sales and service for the Americas at Visioneer, argues that while many scanning devices have embedded security features, the security of the imaging platform and the bottom line for the VAR can only be enhanced by adding software to the solution. "There are imaging packages today that have embedded and sophisticated security components, which help VARs maximize their income potential," he says. "For example, some companies are introducing remote diagnostic features to ensure that mission-critical applications run flawlessly with zero downtime. However, it is our strong view that many VARs have abandoned selling hardware and focus only on software. A scanning hardware solution that includes software enables VARs to add revenue via integration services, thus maximizing their margins when they sell hardware."
 
AIIM Certification And Knowledge Improve Service And Support
In addition to security concerns, product and/or solution service and support is another key factor VARs must successfully address when selling a network-based or standard desktop scanning solution. "A VAR needs to have solid understanding of how a total information management solution is going to work and fit within the customer's existing environment," says McMahan. "A VAR needs to realize how the capture solution will work within the customer's existing business processes and, most critically, enhance operational efficiency. It's very unlikely that end users, especially new ones, will be familiar with all of the new features that are available in document capture devices, much less why these features are important. Things like connectivity and general understanding of networks all come into play, but knowing how the document solution is going to work in the customer's existing environment and what a specific customer's processes are for any specialized applications is going to help them be successful and drive repeat business."
Kouzi says there are several ways VARs can build their ECM (enterprise content management) knowledge in an effort to offer better service and support. For example, AIIM offers focused certification for the ECM industry. Further, software and hardware companies are focusing more on knowledge versus features (speeds and feeds).

"Being AIIM-certified says a lot about a VAR," McMahan adds. "Having that ECM certification says that a VAR has top-notch understanding of the various technologies and products on the market for implementing and/or enhancing an ECM system. That should pay big dividends to end users in terms of receiving up-to-date and unbiased information."

Multiple Verticals Can Benefit From Network Scanning
Many vertical markets can benefit from the new network capabilities available on some of today's document scanners. For example, medical practices with satellite locations can scan medical and billing information at one location and send it via e-mail to another. Likewise, field offices such as government, financial services, insurance, or transportation can scan claims, bills of lading, and other reports and then immediately send the file to the main office for processing.

While network-ready features are the latest new developments in the scanning industry to entice businesses of all shapes and sizes, Visioneer's Kouzi says scanning feature enhancements will not stop there. "From a scanning hardware standpoint, you will continue to see faster, smaller, and less-expensive devices entering the market," he says. "MFPs will gain added attention, while desktop and distributed scanning will continue to grow significantly. ECM companies (both hardware and software) will continue to release feature-rich products with great emphasis on Web-based environments, security, interoperability, and open-system architecture."

McMahan agrees that interoperability will continue to drive the scanning market forward. "The importance of interoperability and open-system architecture cannot be stressed enough," McMahan adds. "As the hardware side of our business moves from capture products to capture-based solutions, the ability of document capture devices to work with other devices and to be easily integrated into existing solutions is paramount in successful adoption by the marketplace. Also, ease of use is increasing, which is an important 'must have' for desktop scanner users. And, depending on where certain information extraction technologies (such as content understanding and handwriting recognition) exist on the development and customer adoption curves, look to these technologies becoming easier to use, more accessible, and more affordable. This will lead to more capture-based solutions being offered in the market. Many will be tailored to specific vertical applications but will be available right out of the box."