Scanning copiers / MFPs can arm unsuspecting users, and bring down your SharePoint farm with excessively large files. How? Here is the scoop, if you are using scanning copiers to send image files to SharePoint, note the below configuration issues with factory set copiers:
- Almost all copiers come pre-configured to scan in color. Those new fangled MFPs are getting better and better at scanning, and oh by the way, most either scan in color or have color auto-sense on out of the box. Why does that matter? Well, a typical page scanned in color is 20-30 times the size of a black and white scanned page. That single page file goes from 25K to 577K…just imagine that 30 page contract ;).
- Scanning DPI is almost always set above 200. In the scanning world, 200 DPI is typically fine for normal scanning operations. In some cases, when OCR or data extraction is in use, 300 DPI can help a bit. DPI exponentially increases file size.
- No pre-configured one touch buttons. Out of the box, most copiers leave all the settings to the end users. With no pre-configurd scanning profiles, or “one touches”, this can mean disaster. Beware of the 600 DPI, full color, uncompressed bit map coming your way.
So, how do you prevent the inevitable? Below are some tips for recommended settings for MFPs:
- Black and White
- Only add color for specific departmental needs
- Use TIFF and PDF (no uncompressed formats)
- When available, use linearized PDF / Web Fast