Scanning Copier Kills SharePoint: Tips to Prevent This Headline in Your Organization

Scanning Copiers and SharePoint

Don’t let Copiers Run the SharePoint Show

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.
Scanning Copier Screen SharePoint

Too Many Options for End Users

So, how do you prevent the inevitable?  Below are some tips for recommended settings for MFPs:

  •  200DPI
  • Black and White
  • Only add color for specific departmental needs
  • Use TIFF and PDF (no uncompressed formats)
  • When available, use linearized PDF / Web Fast
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Posted in Copier, sharepoint, sharepoint 2010
4 comments on “Scanning Copier Kills SharePoint: Tips to Prevent This Headline in Your Organization
  1. Kevin Neal says:

    This is a good article to point out some really good tips to not allow your copy machine to kill your SharePoint Server because it will happen if you don’t consider these types of things. I think another often overlooked, and critically important, consideration is the idea of adding Metadata to scanned documents. Do it early in the life cycle of an image or you will most likely regret it in the future. Also, integration with the SharePoint Server should be tight, meaning that from the touch screen of the scanning device itself the user should be able to view folders which they have rights for and not just scanning to some random folder. Then, of course, as you mention in the article, make scanning easy for the user with limited buttons and with items such as automatic page size detection, automatic page rotation and automatic blank page deletion enabled by default. Also make sure that the device has good image compression capability as well as the ability to QC the image BEFORE it’s sent into SharePoint.

    Scanning to SharePoint with the Fujitsu fi-6010N network-attached scanner:

    The ‘No Folder’ Zone and direct integration with ECM repositories:

    http://www.aiim.org/community/blogs/expert/Three-significant-trends-we-witnessed-in-the-year-2010-that-is-changing-the-Document-Capture-landscape-forever

  2. Kevin Neal says:

    his is a good article to point out some really good tips to not allow your copy machine to kill your SharePoint Server because it will happen if you don’t consider these types of things. I think another often overlooked, and critically important, consideration is the idea of adding Metadata to scanned documents. Do it early in the life cycle of an image or you will most likely regret it in the future. Also, integration with the SharePoint Server should be tight, meaning that from the touch screen of the scanning device itself the user should be able to view folders which they have rights for and not just scanning to some random folder. Then, of course, as you mention in the article, make scanning easy for the user with limited buttons and with items such as automatic page size detection, automatic page rotation and automatic blank page deletion enabled by default. Also make sure that the device has good image compression capability as well as the ability to QC the image BEFORE it’s sent into SharePoint.

    Scanning to SharePoint with the Fujitsu fi-6010N network-attached scanner:

    The ‘No Folder’ Zone and direct integration with ECM repositories:

    http://www.aiim.org/community/blogs/expert/Three-significant-trends-we-witnessed-in-the-year-2010-that-is-changing-the-Document-Capture-landscape-forever

  3. Better still leave the scanning to a Bureau and get the job done properly in the first place.

  4. Nice topic simple and easy and touch all the key points to ensure a nice capture of a document and also the concerns about his tipology.

    We have the scannning solution based on Kodak Scan and View for Sharepoint a easy web tool that integrates within sharepoint and easelly capture documents and assure the quality of the capture. You can use MFD or others but we advise that we can and must use our scanners to get a powerfull and QC image,

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