Business unit options for getting documents into the Imaging System

The ECMS KB has several KB documents that discuss document capture:

• ECMS - Document Capture in ImageNow
• ECMS - About ImageNow Desktop Capture
• ECMS - What ImageNow Printer is and how one uses it
• ECMS - Perceptive Content Fundamentals - Content Processing - Document Capture
• ECMS - Perceptive Content Fundamentals - Capture - Batch Processing

Those KB documents are general, in that they discuss the methods available for document capture. Any department working to use ImageNow in their business operations will at some point decide which of the various options works best for them. Detailed below are some guidelines that discuss the types of hardware (scanners, printers, mutli-function devices, etc.) that can be used for the processes discussed by the KB documents above which use hardware to perform document capture.

1. Personal Scanners with ImageNow Printer:
   Desktop scanners > output PDF or TIF to desktop filesystem or network filesystem > ImageNow printer.
   1. Pros: Good for individual workflow and low to medium document volume, less office space consumed.
   2. Cons: Not geared to higher volumes, Not geared to batches of documents.
   3. Other: Not sure how well the personal scanners hold up over time.
2. Personal Scanners with SFTP and Import Agent:
   Desktop scanners > output TIF to network filesystem (name or minimum link) > Scheduled SFTP to Imaging Import Agent Server > Imaging Import Agent outputs documents into Drawers based on file naming OR DoIT HR workflow for linking.
   1. Pros: Good for individual workflow and low to medium document volume, might work with somewhat higher volume and more of a batch approach, less office space consumed.
   2. Cons: Not geared to high volumes, Not geared to true batches of documents.
   3. Other: Not sure how well the personal scanners hold up over time; the Imaging team can provide access to the Imaging Import Agent Server, and an example batch file BUT someone else has to provide the infrastructure and implementation of the scheduled SFTP from the network filesystem (DS?); file naming conventions or link in workflow queue.
3. Multi-Function Device (e.g., a Ricoh MC C2003) with ImageNow Printer:
   Ricoh > output PDF or TIF to desktop filesystem or network filesystem > ImageNow printer.
   1. Pros: Low to medium document volume, less office space consumed.
   2. Cons: More points of failure
   3. Other: Ricoh scan to folder functionality unknown; the Imaging team can provide access to the Imaging Import Agent Server, and an example batch file BUT someone else has to provide the infrastructure and implementation of the scheduled SFTP from the network filesystem (DS?); file naming conventions or link in workflow queue.
4. Multi-Function Device (e.g., a Ricoh MC C2003) with SFTP and Import Agent:
   Ricoh > output TIF to network filesystem (name or minimum link) > Scheduled SFTP to Imaging Import Agent Server > Imaging Import Agent outputs documents into Drawers based on file naming OR DoIT HR workflow for linking.
   1. Pros: Low to high document volume, less office space consumed.
   2. Cons: More points of failure.
   3. Other: Ricoh scan to folder functionality unknown; the Imaging team can provide access to the Imaging Import Agent Server, and an example batch file BUT someone else has to provide the infrastructure and implementation of the scheduled SFTP from the network filesystem (e.g., AIMS, DoIT Desktop Support); file naming conventions or link in workflow queue.
5. Fujitsu scanner and Windows workstation with CaptureNow license:
   Scanner + Workstation > Scan and Link or Scan to workflow for linking or Batch scanning
   1. Pros: Most robust option, only option with true batch scanning ability (important for backscanning at high volume)
   2. Cons: More expensive (CaptureNow = ~$1500 one time licensing fee / Cost of scanner / Cost of workstation), requires dedicated office space.