How PSIGEN’s capture solution can help you make the most of SharePoint
Download the free white paper “Leverage SharePoint with PSI:Capture”
Last week, PSIGEN participated in the Microsoft Ignite conference in Chicago. We learned so much from the insightful sessions and through the great connections we made with individuals and organizations seeking to grow in their understanding of SharePoint. We’re excited to be a part of this community in this exciting time of growth for our industry.
Perhaps you’re wondering where document capture comes into play for your SharePoint solution. It is actually a key step between scanning and routing to SharePoint that allows you to turn your documents into searchable PDFs, extract crucial data from them, tag your documents with appropriate metadata and organize them effectively—all before they are published to SharePoint.
Document capture with PSI:Capture is a powerful bridge from scanning to SharePoint. Through Extended File Format (EFF), PSI:Capture is able to capture documents from virtually any format. Whether you’re scanning paper documents or importing digital files like Word documents, PSI:Capture can quickly capture, index and send them to SharePoint.
PSI:Capture makes the whole process from scanning to routing to SharePoint extremely easy. We provide a wide range of features that help to automate the process from scan time all the way to publishing to SharePoint. Importing is made easy through auto import with SharePoint WebDAV. Users can also take advantage of the SharePoint Document Type, which is a preconfigured setting made available by connecting to your SharePoint site. Indexing is also simplified with the use of lookups. You can choose to run a lookup by list or perform a query lookup, which uses values in specified index fields to run a query in your SharePoint database. The indexed values can then be easily mapped to your Metadata columns in SharePoint.
PSI:Capture also makes authentication quick and easy by offering several options, including NTLM, ADFS and Forms-Based Authentication.
If you want to learn more about how PSI:Capture can improve your SharePoint workflow and increase efficiency in your workplace, check out PSIGEN’s new white paper “Leverage SharePoint with PSI:Capture.” If you want to speak with someone about customizing a PSI:Capture for SharePoint solution, send a note to our sales team.
Metadata and PDFs in SharePoint: Rules to Follow
PDFs have become the standard in many organizations for archiving files as records. Whether you are scanning paper files to SharePoint for long-term archival, or converting your Office documents to PDF / A for long-term storage, there are some key things you need to know. From a scanning perspective, most scanners just produce an image based PDF, barren if you will of all metadata. PDFs are a rich format that can become a long-term “suitcase” of metadata for storage and information. Here are some tips on how to make your PDFs complete records:
1. Make sure your Scanning or PDF converter supports the PDF /A standard. PDF /A is a long-term archive standard for image files. It ensures the viability of the file in the long-term, allows embedding of metadata and can prevent alteration of the record. This is a must for any long-term archival of documents. For a summary on the PDF Archive standard, see Adobe’s summary PDFs for Long Term Archive
2. Make sure to Populate the Standard PDF Headers. When creating a PDF through a document capture or conversion process, make sure you populate the PDF headers with metadata. The standard headers include: author, subject, keywords and title. Populating these fields can speed up searching and indexing, and makes sure critical information is secured about the record. Below is an example of an invoice that was scanned with a document capture application where the standard headers were packed with PDF information:
PDF Standard Headers
3. Build Complete Custom Headers for SharePoint Metadata. Advanced conversion software will build out custom PDF header information, and allow you to “tag” your documents. With this, the PDF can now become a redundant container for SharePoint Metadata column information with column name and metadata values. This is the ultimate in metadata packing, and creates a true portable PDF with all pertinent information. Below is an example of custom headers or properties, where invoice number, date, total and vendor are entered:
PDF Custom Metadata
4. Always create PDFs that include OCR Text. Using an Optical Character Recognition (OCR) process will convert the image in the PDF into searchable text that can be crawled by SharePoint for the ultimate in searchability. This is a must for all documents.
Did I miss anything? Please comment with anything I missed.
Some Great Links for SharePoint Records Management
I have been doing quite a bit of work lately with customers that are looking to use SharePoint’s Records Management feature set, and here is a list of some references:
Microsoft Legal Case Study – Records Management in 2013
Document Capture to SharePoint 2013 Records Center
SharePoint Records Management BLOG
TechNet SharePoint 2013 Records Management Overview
How to Create a File Plan in SharePoint 2013
SlideShare Records Management Overview
Do you have some recommendations? Please comment with links.
What is PDF/A and why does it matter?
Will your documents be accessible?
So what exactly is PDF/A, and why does it matter? The Portable Document Format (PDF) has long been a simple, pervasive format for the sharing of documents, especially in the scanning, document capture and Enterprise Content Management (ECM) industry. But for long-term storage and archiving, many organization chose TIFF as there were concerns over the viability of PDF for long-term digital preservation of electronic documents. In steps the PDF/A standard, with the goal of eliminating any feature that would inhibit long-term archiving. PDF/A is a standardized version of the PDF format that places a focus on removing constrained features like font embedding, and focuses on standardizing viewing requirements, support for embedded fonts, guidelines surrounding color management and the ability to read embedded comments and annotations. Below are some of the compatibility elements:
- Any executable code is forbidden
- Color is standardized
- All fonts require the ability to be embedded
- No encryption
- No audio or video
- Metadata is standards based
- Digital signatures are allowed based on standards
- Embedded files are allowed with the latest revision
- External content references are not allowed
- Compression standards are enforced
So why does all this matter? If you are archiving files for the long run, this standard will ensure that you will be able to open, view and read your archived content. Most document scanning and capture solutions will support this output type, and this can prevent long-term issues in your Records Center.
Here are some great references:
The PDF Association
Library of Congress PDF/A Overview
Adobe: PDF as an Archiving Standard
Microsoft Legal Scanning to SharePoint
This is a demo video of a Document Capture product deployed to scan and process immigration documentation.
SharePoint Workflow Poll
Does Your WorkFlow?
I get varying opinions, and wanted to pass it out to the masses to get a true vote on the best 3rd party SharePoint Workflow engine. Please vote.