The Ultimate in Scanning Simplicity

Transcription

1 The Ultimate in Scanning Simplicity EASY SCANNING - Easy to install and use - Optimized sharing and security - Easy to use hot buttons - Create text searchable files - Multiple output formats - Scan into business applications

2 EXPERIENCE THE SIMPLICITY OF SCANNING DigiDocFlow brings the power of scanning simplicity to everyone. DigiDocFlow offers you the possibility to create a digital archive by scanning directly from your Lanier multifunctional device. In just three simple steps, your document is scanned and intelligently stored within your network. Processes that previously needed to be done manually, and took several minutes to complete, can now be finished automatically in a matter of seconds. DigiDocFlow combines ingenuity with user friendliness to create an easy and intuitive scanning solution and can be integrated into any workflow. Simply place the document on your multifunctional device and select a predefined workflow, by pressing the hot button of your choice. The correct storage repository can be easily selected on the display of the multifunction device. The document will be scanned and stored in the correct location, as a text searchable PDF file. Retrieve the scanned document within seconds, by doing a simple key word or phrase search. When your office needs to Scan paper documents and convert them into electronic files Retrieve, edit and distribute captured documents Create possibilities for employees to share all documents Secure scanned documents Implement an easy to-use solution Integrate a scan/archiving solution in the current workflow DigiDocFlow offers you Scan and store directly into your Windows file structure or your business application. DigiDocFlow integrates real-time with the business applications you use. - Scan to anywhere: Windows file structure, desktop, home directory, or your business application. - Scan to multiple destinations at the same time. - Optical Character Recognition (OCR) to create text searchable PDF, Word, Excel or OpenOffice files. - Combine scanned documents with other electronic documents into a single PDF file. - Scan directly to from the MFP - Scan directly to fax, network folders or databases - Use PDF security to secure documents - User authentication for secure scanning - Audit trails - Bates stamping - PDF/A creation DigiDocFlow is installed on a non-dedicated central server. No software needs to be installed on local workstations. This means that users don t see the software while working with it. They work directly from the MFP they are already familiar with. Product training is not necessary. - DigiDocFlow can already integrate with many business applications - New connectors can easily be created with a minimum of customization. Digital archiving has never been easier with DigiDocFlow! Scan to anywhere DigiDocFlow is able to digitize and store documents in the correct location within your Windows File Structure, Document Management, Accounting, CRM, ERP or Legal applications. Integrating directly with these applications databases, DigiDocFlow can store the document directly in the right location in your application, based on one or two questions answered on the MFP. For more information about connectors, please check our connector brochures or our website: Zone OCR Structuralize the scanning process of documents that contain structured data, with the use of DigiDocFlow s Zone OCR. Using a document template, simply create a search option for values or pre-select areas where metadata can be found. The retrieved values will be used to fill PDF properties, name documents, create folders and route documents to a destination, such as a Windows file structure, Microsoft SharePoint, Xerox DocuShare or any other location. For more information, please check our website

3 SPECIAL FEATURES Zone OCR Use Zone OCR to automatically extract metadata from documents, by pre-selecting areas where metadata can be found or by creating a search option for metadata. The extracted values will be used to name documents, create folders or route documents to a destination Scan to anywhere Scan and store documents anywhere, whether this is a Windows file structure, Microsoft SharePoint, to an address or a business application. Easily select the destination of the scanned document on the display of the MFP. No client application DigiDocFlow is middleware and runs on a nondedicated server. This means that limited training is required, because users work directly with the multifunctional they are already familiar with. Scan to print Browse through print ready files, such as PDF/A, Tiff or JPEG directly on the MFP. Select the needed file and print it immediately, saving you time and increasing your efficiency. Personalized templates & authentication As a user logs on to the device via the authentication module, the credentials will be validated and all needed information is populated. The user name will be shown on the display of the MFP and a personalized scan menu will appear. Multiple output formats DigiDocFlow is able to convert scanned documents into different formats like PDF/A, JPEG, TIFF, Word, Excel or OpenOffice. For example Word output can be used for text editing in documents and PDF/A for the purpose of electronically archiving. Barcode Read barcode fonts that can be found on documents. DigiDocFlow will read the value and extract the data to be used as metadata. Barcodes can be used for Batch scanning and to eliminate metadata entry at the device. Bates Stamp Bates Stamp is used to sequentially number or date/ time-mark images or documents as they are scanned, to guarantee authenticity. Users can customize the text and/or number that is stamped on the document as well as the position and orientation of the stamp. Key benefits - Integrates seamlessly with your existing workflows - Money and time saving - Easy to use - Optimizing productivity and efficiency - Create text searchable files - Scan to anywhere - Affordable - Scan directly into your business application

4 TIME AND MONEY SAVING STARTS HERE Using the DigiDocFlow interface, click on one of the hot buttons to select a predefined workflow. Select the destination of your document from the displayed list or browse for the correct repository in the Windows file structure or Microsoft SharePoint. Place the document you want to archive on your multifunctional device. DigiDocFlow makes all documents easily retrievable The document is stored in the correct location on the network in the desired output format. It s not only possible to store documents in your Windows file structure and Microsoft SharePoint, but also in many other financial, document management, CRM, ERP or legal applications. Press the green button to scan the document and DigiDocFlow will store the document as PDF/A, JPEG, Excel, Word, TIFF or OpenOffice files. Contact Nuance Communications, Inc. Worldwide Headquarters 1 Wayside Road Burlington, MA United States Nuance Communications International Guldensporenpark Merelbeke Belgium For more information please contact your local representative, Nuance Communications or check DigiDocFlow-en-basic-Lanier-3.0

5 Digitizing documents in the construction industry Architecture, construction and engineering (ACE) Building creation is a complicated process, involving a lot of people with different areas of responsibility. In each building project the architects, engineers and construction manager s work with a lot of different technical and business documents, such as drawings, plans, technical drawings, and schedules. These documents need to be shared with all participants involved with the project. Searching for, or having to recreate, a document is time consuming, costly, and inefficient. DigiDocFlow is an easy and affordable way to replace paper files with a digital archive. The architecture, engineering, and construction industry can benefit from DigiDocFlow by scanning paper documents into a digital archive. With DigiDocFlow, there is no client software to install and no product training is necessary, so everyone can use it straight away. Key challenges Project and cost controls Communication and collaboration Streamline paper-handling process Consolidate records from multiple sources Benefits Decreased printing/reprographic costs Utilized personalized scan templates Increased document security and workflow efficiency Easy sharing of documents

6 Profile Every process of construction requires the production and use of documents as a tool to communicate ideas, designs, agreements and more. These documents also satisfy legislated requirements and many of them need to be consulted decades after a building is created. The architecture, construction and engineering industry has been said to have the most paper-intensive projects. Digitizing all information is a logical evolution of the process and as a result scanning has emerged as a critical business process. Functionalities and advantages Digital archiving with DigiDocFlow is just as easy as making a copy. With one press of a button a MFP creates a digital copy which is stored anywhere, for example into your Windows folder structure, Microsoft SharePoint or business applications. Intelligent filing: DigiDocFlow can store documents directly in the correct folder if it already exists. Otherwise, folder & file names are created automatically based on date, time, etc. Personalized templates: Convert scanned documents into text searchable file formats, like Word, Excel, RTF, PDF and PDF/A files. Convert documents into PDF/A files to digitally archive documents and ensure the preservation of the contents. Or use the Word or Excel output to create an editable file, which can be edited directly after scanning, in any editing application, like Microsoft Word. Example business scenario Archive and store project files Current workflow During any building project, architects and engineers or construction managers must archive and store all project files, such technical drawings, budgets and schedules. These documents are stored in filing cabinets, which wastes valuable space. Employees must invest a lot of time in filing all documents and searching through filing cabinets to retrieve the required project files again. When multiple documents need to be stored as one complete project file, all documents are combined manually and then scanned to a single PDF file, which is then stored digitally. Workflow with DigiDocFlow Employees scan all project files, and with DigiDocFlow all scanned files can be converted to secure, searchable PDF files. DigiDocFlow can store the documents directly into the right location in any digital archive: in a Windows network folder, Microsoft SharePoint or in a business application. Documents can be retrieved instantly via a text based search. Project files can now be easily shared with architects, construction teams, and others. With DigiDocFlow it is also possible to combine different documents into a single PDF file, which can be digitally saved and shared with other parties that are involved in the complex building process. Contact Nuance Communications, Inc. Worldwide Headquarters 1 Wayside Road Burlington, MA United States Nuance Communications International Guldensporenpark Merelbeke Belgium For more information please contact your local representative, Nuance Communications or check DigiDocFlow-VConstruction-us-2.1