Fujitsu Recipe For Successful Scanning

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FujitsuRecipe For Successful Scanning

• Doug RudolphVice President of Product Management
  and Business Development
• June 2, 2009

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Decision Making
It is time for you to create a great meal will
you use..
or The Microwave?
The Oven?
The Stove?
Realistically one device will not solve all of
your cooking needs
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Decision Making
Which device works best to solve your scanning
needs?
Scanner
MFP
Network Scanner
Probably all of them!
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Device Overview

• Lets look at some trends driving scanning
• Electronic representation of paper is now
  acceptable which is driving growing demand for
  scanning
• MFPs have made it easier to introduce scanning
  to more people
• Increased comfort level with moving documents by
  email
• Transition from scanner deployment to scanning
  deployment
• If a C level executive ask you why the company is
  deploying a MFP or a Network Scanner or a Scanner
  would you be able to give him justification for
  your decision?
• First lets talk about where these decisions are
  being made

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Technology Decision Makers
MFP
Which combination of devices work best for you?
MFP
MFP
MFP
Purchasing Office Manager
IT
LOB
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MFPS

• Benefits
• Inherent need for printing and copying services
• Scanning typically is included with most MFPs
• No immediate cost per page scanning costs
• Less equipment to manage
• Reduced cost of IT management
• Mature enterprise management

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MFPS

• Issues
• Scanner not designed for all business documents
• 8.5 x 11, 20 pound bond paper
• MFP controlled user experience
• Different looks and feels for different devices
• UI optimized for print and copy
• Control panel complexity
• Picking roller design
• Shared device
• Scanner Availability
• Remote device
• Increased cost of scanning
• Limited preview options
• EnergyStar sleep mode
• Training
• Training, usage and expectations
• Management tools are more print and copy centric

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Network Scanner

• Benefits
• Dedicated device, full keyboard
• Designed for scanning of business documents
• Mixed batch and hard card scanning
• ROI of imaging is provable and repeatable
• Maintenance, support and billing can be billed
  back to the LOB
• Simple business rules can easily be forced on
  users
• Encrypted device
• Built in Image Processing designed for business
  document scanning
• MFPs have image processing for copying (make it
  look the same, we make it look better)
• Deskew, auto rotation
• Blank page deletion
• Multi-feed detection
• True duplex scanning
• First tee anxiety
• Easy, cost effective menu development with Job
  Button option

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Job Button
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Network Scanner

• Issues
• Additional device to manage
• Does not include printing and copying
• Does have the ability to scan to print
• IT may need to get involved
• No flat bed option is available

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Scanner

• Benefits
• Designed for business document capture
• Within reach of your computer
• Easier error recovery
• Ability to run the device within your application
• PC security is well established and controlled by
  IT
• MFPs have a unique security options based on the
  manufacturer
• Business rules can easily be forced on users at
  scan time
• Security/chain of custody
• Mission Critical
• If you have a published (SLA) Service Level
  Agreement that you have committed to, you need a
  dedicated device
• File output size optimization
• TWAIN and ISIS control
• Ability to handle larger batches of documents
• Even multiple batches at one time
• Overscan
• Rated performance across a variety of dpis and
  file types

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Scanner

• Issues
• Additional hardware to manage
• Capture Software training required

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Purchasing Considerations

• Questions To Ask or Consider
• What is type of documents do you need to scan?
• NCR, multipart forms, different sizes and length
  
• User questions
• What is the frequency of scanning?
• Security - what are you scanning?
• Application driven scanning
• Push scanning versus pull scanning
• Do you need to provide scanning to email?
• How widely dispersed are your scanner needs?
• People
• Location
• Do you have an published SLA agreement with your
  customers?
• Who is involved in the decision making process of
  the overall purchase?

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Overview of Scanned Documents
MFP
Network Scanner
Desktop Scanner
75 KB
Network Scanner
Desktop Scanner
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IT and Solution Management
Training issues
Best for hard to train deployments
MFP
Number of users
Network Scanner
Training issues
Scanner
Scanning volume
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Solution requirements
Scanner
Mission critical
Network Scanner
MFP
Tied To An Application
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Office Productivity
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Office Productivity
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InfoTrends Findings

• Scanning is rising
• 60 of surveyed existing imaging customers state
  that scanner volume will increase over the next 3
  years
• 50 of all departments are still paper based
• Paper is still king
• 56 of a departments documents are still paper
  based

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InfoTrends Findings

• MFPs
• Printing volume is declining
• 2 - 3 in 2009 and 2010
• MFPs have raised awareness of Scanning and
  electronic images
• SOHO businesses rely on MFPs due to the
  all-in-one nature of these devices

• Main use is for Scan to PDF and Email
• Typically not tied to a corporate sponsored
  content management solutions
• In responding to the survey, customers stated the
  devices
• Tend to be difficult to use
• Many did not even know that the MFP device could
  scan
• The lower the volume, more likely the customer is
  content with an MFP
• MFP products have a long way to go before they
  are thought of as a device that can scan
  regularly as part of a business process, document
  management or ERP solution

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Best Business Practices

• Additional items to consider
• Customers are looking to deploy the appropriate
  amount of MFPs for their printing and copying
  needs
• May not want to deploy another MFP but you may
  need more scanning
• When your scanning needs outpace your printing
  and copying needs.
• What is the CM users level of frustration?
• MFP frustration
• If technology is to difficult it tends not used
• What is the potential cost of failure of the
  solution?

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Ideal Use Cases

• Ideal use case for MFPs
• When scanning is needed for general office use
• Scan to email
• Scan to disk
• Backup to dedicated capture solution
• Flat bed backup
• The need for a shared device is paramount
• Paper is suited for MFP scanning

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Ideal Use Cases

• Ideal use case for Network Scanners
• When your solution requires an easy to use device
• When your requirements dictate general office
  functionality and integration into a LOB
  application
• High number of infrequent users
• Non-Copier type paper
• When your scanning requirements are bigger than
  printing and copying needs.

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Ideal Use Cases

• Ideal use case for Scanners
• Number of documents scanned per day or month
  justifies a scanner
• Estimate is roughly 5 documents today
• Document complexity requires a scanner
• Paper type
• Paper size
• Paper quality
• The defined business process dictates the scanner
• Security
• Mission critical business applications

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Conclusion

• When possible, get all stakeholders involved
• Everyone has their own needs and agenda
• Understand the cost of each option
• Review the value of the content management and
  capture system to the organization
• Does your company have a SOX initiative?
• How does the cost of the hardware fit into
  the decision making?
• What is the cost of failure?
• Support