Top 5 Mistakes Made in SharePoint Scanning Projects

Ooops. Can I have a do-over? 

Office 365 Scanning

Ah, the rush to production. Between over-zealous timelines and management that just wants quick results, SharePoint rollouts can become quite messy. We see quite a few SharePoint Scanning project rollouts, so we want to share with you some of the common mistakes we see:

  1. Lack of scanning volume research: Many organizations really have no idea how many pages they scan on a monthly or annual basis. This is critical in the overall scanning project planning and storage design. The average image file is 10-20 times the size of a word file. If you really have no feel for your scan volume, work with your copier vendor to grab statistics from the hardware. If you use dedicated desktop scanners, most drivers will maintain scan counts for preventive maintenance reasons and you can access them quite easily. So why the counts? Nothing brings a SharePoint farm to its knees like an organization scanning 10 times the estimated volume, from both a network traffic perspective and a backup perspective. Check out this post all about SharePoint Scanning Storage and Sizing.
  2. Scanning in Color: Most copiers/MFPs are configured out of the gate to show their beautiful full-color scanning capabilities. This is all well and fine until the SharePoint content databases are being hit with 60 MB color files. Most scanning only requires 200 dpi black and white; in some cases, when using OCR and Advanced Data Extraction (ADE), you may need to bump to 300 dpi. Work with your vendor to set a standard panel configuration for all devices.
  3. A half-configured SharePoint Library: We see quite a few organizations under the gun to get the project rolling, only to not go deep enough in their search plan. How are you going to find data? What are your key metadata fields? Are all your content types configured? Are you using managed metadata? Ensuring everything is configured from the start can alleviate great pain down the road.
  4. No file or folder naming strategy: Many of the technologies on the market do not let you use customizable file naming or foldering strategies. The reality is that letting your scanning device name your PDF or TIFF with nonsensical names can be a tragedy. “0000A3X3.PDF” can come back to bite you if you ever need to export data or migrate to a new repository.  Come up with a standard and use an advanced document capture software to enforce an organized naming system.
  5. The use of Franken-capture: Many organizations rush into projects and don’t do their due diligence when evaluating what they really need from a scanning and capture perspective. In the end, they have a cobbled together mish-mosh of five technologies that are a nightmare to maintain, and end up bloating their annual maintenance costs. Pick one extensive product to help you scan and capture, and go from there.

Find out how Capture can help you optimize your SharePoint project.

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10 Tips for SharePoint Scanning Project Success

Tips for any SharePoint Scanning, Imaging or Capture Project

SharePoint Scanner Companies?

Scan to SharePoint?

This SlideShare presentation has been given at many SharePoint events, and is a great overview of focus areas for project planning in any SharePoint / Office 365 scanning project.

 

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Who has the SharePoint Scanning Mojo?

What brand do you associate with SharePoint Scanning?

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Cool SharePoint Invoice Processing Demo for a Mining Company

SharePoint Invoice Scanning and Capture Demo

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Posted in AP, sharepoint, sharepoint online

Scanning with SharePoint Case Studies

Scanning with SharePoint

Ran into a great site with some really cool Scan to SharePoint Case Studies.  This company is out of the UK, Datafinity, and has several deployments where customers are scanning and capturing documents into SharePoint libraries.  Here are some summaries:

Kepak Group is a young, professional and dynamic business that has grown into one of Europe’s leading food processing companies employing over 2000 people in nine manufacturing facilities across Ireland and the UK. Kepak installed PSI:Capture to manage the scanning and indexing of a growing volume of personnel files that needed to be stored and managed. PSI:Capture links to payroll and HR systems to retrieve index data, converts the HR files into text-searchable PDFs and transfers the files to SharePoint 2010.  “PSI:Capture has enabled us to scan large volumes of documents into pre-defined structures in SharePoint with the use of very simple drop-down menu options and links to our HR system” said Aine Black, HR Manager, Kepak Group. Read full case study

Haulfryn Group Ltd, an operator of holiday and residential mobile home parks across England and Wales, decided to deploy PSI:Capture Enterprise as their SharePoint 2010 Document Capture solution.  Using PSI:Capture in conjunction with Kodak document scanners, they now have an end to end capture solution that provides unmatched speed and automation, along with a simple, yet powerful user interface.  “PSI:Capture has made our whole scanning process robust,” said Stephen Lattimore, Business Process Manager for Haulfryn.  “We can now quickly reference our documents in SharePoint 2010 for audit and service.”  Along with the current scanning process, Haulfryn plans to add the processing of survey forms and other documents in the near future. Read full case study

The Fire Brigades Union, headquartered in Kingston-upon-Thames, needed a way to store large volumes of paper documents in their newly deployed Microsoft SharePoint 2010 document management system. They evaluated several scanning and OCR products available on the market before choosing PSI:Capture, because of its ease of use, quick implementation and unparalleled interface to SharePoint. The Union now scans many thousands of documents a day which are converted into text-searchable PDFs and stored in SharePoint providing instant access to all paper information for the Union staff located throughout the UK. Read full case study

Isos Housing, a housing association headquartered in Newcastle upon Tyne, is responsible for the day-to-day management of almost 12,000 homes across the North East, from Berwick in the north down to Stockton in the south, and across to Cumbria in the west. The company adopted PSI:Capture to enable them to automate the scanning and storage of invoices and other accounting documents in their Microsoft SharePoint system. PSI:Capturereads unique barcode references created from their accounting system, Open Accounts, to index and organise documents in SharePoint for quick and easy access by staff in their four offices across Northumberland.

 

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The Canon ScanFront and SharePoint

Using Network Scanners with SharePoint

SharePoint Network Scanner

Canon ScanFront 300 for SharePoint

So, you want to scan to SharePoint from a network device, and make it easy for your end users?  You have some network connected copiers, but want a simple, powerful network device that can be utilized in a small space or a cubicle?  Meet the Canon ScanFront 300 Network Scanner.

The 300 is the latest in the ScanFront series from Canon that allows users to share a network connected scanning device.  Below is a quick look at the features:

  • 50 sheet automatic document feeder
  • Color, grayscale and black and white scanning up to 600 dpi
  • Up to 30 pages per minute scanning speed
  • Touch panel display
  • Scan to print, email, fax, ftp, network folder

This is a great scanning device for departmental scanning through a shared device.   It has basic scanning features to scan to a folder, and for advanced processes you can add an advanced capture package (like PSIGEN PSI:Capture for SharePoint) to provide advanced processing and routing.   Here is a great case study where the ScanFront was used to provide a simple to use scanning solution to Bonneville County Idaho: SharePoint Network Scanning Case Study.

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Is SharePoint Becoming a Disaster Recovery Platform?

The New Digital File Cabinet?

SharePoint and Disaster Recovery
Do you backup your paper?  It is always interesting to see the response from executives and managers.   All businesses take their digital backups seriously, and will throw just about any dollar amount at the problem.  And ask IT Managers to talk about their disaster recovery plans, they will go on and on.  But paper assets can be just as critical, and although I see more and more businesses moving to digital document creation, paper is still king.

I am seeing more and more businesses looking to “Bridge the Gap” and digitize their paper files, and transition to a digital repository for long term file storage.   With the advent of SharePoint, more and more companies are looking to store their files in Microsoft’s repository.   Some stats below:

  • We are approaching 4 trillion documents being stored by businesses and government agencies (US Alone)
  • 92% of information is in some type of folder or file cabinet
  • Paper files are doubling every 3.5 years
  • Every day 1 billion photocopies or prints are made.

Source:  The Paperless Project

Scanning your documents can provide a backup for your paper, and allow for a more complete disaster recovery plan, with both digital and physical documentation ready for backup and recovery.

More to come on this topic.  Comments?

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