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In The Market for a New Scanner?

Posted by Brianna Smith on Thu, Jul 23, 2015 @ 03:29 PM

Are you in the market for a new scanner? Before taking the plunge and purchasing a new document scanner, there are a few things to consider and ask yourself first:

  1. konica_minolta_bizhub_c224e_1

    What type of documents will I be scanning?

  2. What is the largest and smallest size documents I need to scan?

  3. Do I need to scan in color? Is any of my documents duplex?

  4. Are there any unique documents that may be of carbon or card stock material?

  5. What type of document will I be scanning?    

  6. What software will I be scanning to?                                              

  7. Who will service my scanner?

  8. What will be the best scanner for my needs?

  9. Where should I buy my scanner from?

Once you have asked yourself these important questions, its important to make sure that the scanner you are considering offers everything you will need.

p1_scanning_solutionsNext, you will need to determine the amount of documents that need to be scanned and the timeframe they need to be scanned in. Compare this information with the scanner speed, the daily duty cycle of a scanner, number of scanners, and the time frame the scanning needs to be done. All of this should help meet the needs of your scanning workload.

Fortunately, many scanners come equipped with some sort of scanning or capture type of software. Its important to check to see if the scanner you choose works with the software you are currently using. Compatibility is very important when using higher end capture products like Kofax Capture. Depending on the speed of your scanner, different levels of scanning software may be available, sometimes for an added cost.

19fd239On the topic of cost, it is important to note that opting for the cheaper scanner may not be the best way to go. Sometimes its better to spend a little more on a quality product, and scanners are no exception. Why? Because oftentimes cheaper scanners can end up costing more in the long run. Maintenance costs and consumables can drive up the cost of scanning. The amount of down time due to frequent jams, repairs, and cleaning will also decreases the amount of scan time. Thats why its important to purchase your scanner from an authorized dealer that has trained technicians to help out in times of trouble.

As with any big purchase, its important to do your research to find the best product for your needs. Have any questions? Contact us!


Tags: Document Scanners, scanners, Workflow, Document Imaging, go paperless

OPEX - The Only Way To Process Your Mailroom

Posted by Dan Termale on Tue, Feb 11, 2014 @ 12:37 PM

the mailroomThe amount of mail coming in and out of businesses can be expensive and difficult to process and manage. What processes do you have in place to open, distribute, and store your mail in the proper places? This job calls for at least one or more full time positions that handle and process all of the incoming and outgoing mail. The time it takes to go through high volumes of mail and process them correctly can be a very slow and daunting task. There is a digital mailroom system by OPEX, that has revolutionized how mailrooms operate. The challenge has been that scanners had difficulties when it came to opening and scanning mail and documents of different sizes and formats. Traditionally you would have your document prep team open, sort, remove staples, and then either place the mail in their proper places or scan them. If you are processing thousands of pieces of mail and documents a day this creates a bottlenecked inefficient process.  

Digital MailroomThe OPEX digital mailroom station that does everything all at once is called the DS2200 machine. This solution has a number of different models that specialize in different areas but they all drastically cut the document prep time with its unmatched versatility. This machine opens the mail, scans, and sorts the documents to the proper places with very limited need for any document prep. Combining the unique drop feed technology with a new state-of-the art auto feed capability, the DS2200 provides operators maximum flexibility to handle virtually any document scanning task, while practically eliminating costly prep, jams, and rescans.  

The DS2200 processes everything from single sheets to stacks of documents/letters from thick paper to onion skin and other fragile or damageable pieces. Envelopes of all sizes, file folders, receipts, small forms and business cards , the list goes on. This machine processes all of them simultaneously whether in a mixed pile or organized using it’s special technology to sort , open, and process your mail. It’s really an incredible machine that organizations all of the world rely on to process millions of transactions every day. 


This solution is used in the following areas plus many more:

  • Mailroom Automation
  • Remittance Processing
  • Accounts Receivable Processing
  • Accounts Payable Scanning
  • Production Document Imaging
  • Medical Chart Scanning
  • Claims Processing 

If you would like to download a brochure then Click Here!

Or if you want to talk and get more information then Contact Us!

Tags: Document Scanners, scanners, Document Management, digital mailroom, document scanning, Paperless Office, OPEX, BPM, ECM, Workflow, Document Imaging

The Xerox BookCentre - Modern Technology Meets Book Scanner

Posted by Dan Termale on Thu, Aug 15, 2013 @ 04:26 PM


The Xerox BookCentre is the simplest, most complete self-service book scanning answer for both libraries and their patrons. This book scanner was designed with the user in mind using large, easy to use buttons on its touch screen monitor, guiding the user every step of the way. It is like going to an ATM machine for the first time, anyone can use it , young or old. Even those who are not tech-savy will be able to easily choose different file formats, crop images, adjust image colors and quality, then save or send the image. 

Not only will you be offering your library patrons a great alternative to scanning to paper with the scan to Smartphone, tablet, or elsewhere features but you will also be cutting down on your costs as well. So go green and save! The BookCentre is both affordable and environmentally friendly and is a powerful alternative to a traditional scanner or even other book scanners. Simply touch the screen to create a digital scan that you can save or send in more ways than any other book scanner: 

  • Email
  • USB Drives
  • Smart phones
  • iPads & tablets
  • Google Docs
  • Network Folder
  • Fax
  • Printer 

This technology is great and with the use of more and more smartphones and tablets, this is where the technology is heading. Don't be left behind , take advantage of modern technology and set yourself apart from the others!

For more information on the Xerox BookCentre or to download a brochure and watch the product video Click Here!

Tags: scanners, document scanning, Book Scanner

Enhance Your Book Scanning Offerings with Xerox BookCentre

Posted by Dan Termale on Wed, Jul 03, 2013 @ 02:43 PM

New product offering designed to meet an increasing need for self-service book scanning for libraries and their patrons, the Xerox BookCentre S7141.

Xerox BookCentreAMS Imaging has recently announced that they’ve reached an agreement with Scannx Corporation to sell and market the Xerox BookCentre S7141 Book Scanner. The BookCentre enables AMS to broaden their offering and offer another valuable solution to address the evolving role of technology in Public and University Libraries.

“With the BookCentre, we can enable books and pages to become securely retrieved from an iPad, smartphone, or any other device.” Said AMS Imaging CEO Jim McKenney. “The BookCentre S7141 is the simplest, most complete, do-it-yourself book scanning solution on the market, and we’re very excited to be offering this product.”

The BookCentre features an intuitive 17'' touchscreen with large easy-to-follow touch buttons, and does not damage the condition of any book or article like a normal scanner does. Using the BookCentre, users can create searchable PDFs that can be sent to an iPad, Smartphone, email, fax, or printer.

About AMS Imaging

Established in 1971, AMS Imaging is a leader in providing innovative solutions to Public and University Libraries throughout the Northeastern United States including the ScanPro 2000 Microfilm Scanner and the Xerox BookCentre Book Scanner. AMS also offers outsourced document scanning services and Enterprise Content Management (ECM) Solutions and Consulting.

About Scannx 

Scannx is a leading software developer of next generation, cloud-based document capture and delivery services that can be integrated with PCs and third-party document capture devices such as scanners, multifunction printers, smartphones and tablets. Applications include book scanning, network scanning, and mobile scanning solutions in the document management industry. Scannx has also entered into a Xerox Trademark Licensing Agreement to develop, market and support a new line of Xerox-branded, self-service book scanning kiosks for library patrons and staff. 

Tags: scanners, Document Management, Book Scanner, BookCentre

How to scan a book to iPad or Smartphone with a Book Scanner

Posted by Dan Termale on Mon, Jun 17, 2013 @ 02:15 PM

Book ScannerStudents at universities and patrons at public libraries visit libraries every day looking for books, articles, magazines and other types of information. They may only need a chapter out of a book or one article out of an old newspaper so they will often take the book or newspaper and scan them on the copy machine and print out the pages needed. Using a normal paper scanning/copy machine usually results in poor image quality and damaged books. When you place a book face down on the scanner and close the top the pressure put on the book's spine damages the book and these books can often fall apart. In that case where you need to scan a very old book then it is not recommended that you scan them at all unless you are using a book scanner. 

Book Scanners like the Xerox BookCentre , which is the simplest, most complete book scanning platform for both libraries and its patrons, make life alot easier people seeking information and research. Most students have smartphones and/or iPad and tablets that they carry with them everywhere they go. Having the ability to go to the library find the book they need and scan the chapters or pages that they need and have them sent right to their smartphone, tablet, email, or USB is a great option to offer. The BookCentre makes it so easy to scan any book or document and then send it to where you would like it to go, using big touch screen buttons. It's like going to an ATM machine, even if its your first time using an ATM , you will figure out what to do and how to use it very quickly. The BookCenter has the same simple, intuitive layout that anyone whether young or old will be able to use within seconds.

See below the video on how to scan to your iPhone, iPad, or tablet within seconds!

If you would like more information about the Xerox BookCentre or have any questions feel free to reach out to us and we would be glad to help! Contact Us!

Tags: scanners, Book Scanner, BookCentre

What Every University & Library Needs to Decrease Paper Usage

Posted by Dan Termale on Tue, Jun 04, 2013 @ 04:09 PM

Xerox BookCentreThe one common denominator that all libraries have in common whether it's a public library, university library or a private library is they are all full of ….you guessed right…BOOKS! Not a surprise, when you visit a library you are usually looking for a book or article that you want to read or extract certain information from. Most people have smartphones, iPads, or tablets in which they carry most of their information and students are relying more and more on e-books rather than lugging paper textbooks around. This brings up a new but very real need for students and people to be able to get the information that need from books and articles into a format that they can access from their iPhone, iPads, and computers.

Take for example a student working on a research project who visits the library to read and sort through a variety of books and resources to get the information they need. Having the ability to take the books they need and scan the pages with the relevant information on them and have those images sent to email, Google Docs, or their iPad is a great resource for any library to be able to offer.

Xerox BookCentreThe Xerox BookCentre is a do-it-yourself digital book scanner that has a patented beveled-edge scanner design that protects the spine and quality of the books being scanned. If you have ever used a normal scanner to scan a page from a book, then you know the damage it causes to the actual book, and the image that come from it is never that good. This book scanner is extremely easy to use and comes with a 17'' touch screen monitor that guides you every step of the way with large touch buttons.

This is a win win for any library or organization because you are offering your patrons a technology that will be very useful to them and it's a great way for you to Go Green and save on your paper and printing costs as well. The Xerox BookCentre is both affordable and very environmentally friendly.

You can use the BookCentre to scan books of all sizes, magazines, articles, and much more. It's a very cool piece of technology that both a 5 year old and an 85 year old could easily figure out and follow the easy steps on the touch screen. This machine is the next generation in cloud-based document capture and document delivery technologies to offer greater flexibility and access to patrons scanning using book scanners.

To learn more about the Xerox Book Centre click here!

Tags: scanners, Document Imaging

Evaluating Centralized vs. Distributed Scanning Solutions

Posted by Cindy Bialy on Thu, Jan 03, 2013 @ 02:31 PM

conversion servicesAcross organizations, departments receive hordes of documents every month, including correspondence, legal documents, invoices, statements, service requests, purchase orders, notices and more.  The demand for document scanners is growing in response to progressing business requirements for managing paper documents.  Once scanned, documents are routed and managed more easily and are integrated into the company's electronic flow of information. You may be questioning what is the best way to handle the project of scanning - through a centralized location or through distributed scanning (through each company location and/or department)?  The idea of distributed scanning is to capture documents at the earliest point where they enter an organization streamlining document workflows and eliminate the perceived information float.  That doesn't mean that distributed scanning is the best approach for an organization.

Organizations need to think about the potential approach distributed scanning would have on staff productivity, task specialization, quality assurance, and the potential number of needless under-utilized scanners.  Many organizations that evaluate distributed scanning determine that centralized scanning still delivers better performance and reliability and greater return of investment. 

Despite the hype by proponents for distributed scanning, consider these reasons why you would not see the desired payback:

  • Your front line customer service or agent sales or reps may not have the technological savvy to properly operate the machine.  Also, you want to keep your front line focused on the customer and not on scanning tasks.  In a centralized enviroment, scanners are trained specifically for the task and are not taken away from their regular duties.
  • Desktop scanners are usually slow speed and inevitably lead to a labor intensive task.  Also, it is not uncommon to see frequent hardware downtime and underutilization of the purchased equipment.  Scanners purchased for a centralized environment are of high quality and built to process paper documents on a large scale.  Downtime is minimal.
  • Distributed scanning lacks the standardized platforms necessary to ensure uniform operation and high quality images.  In a centralized scanning environment proper quality controls are in place and performance is monitored.
  • One of the biggest reasons for a deflated ROI with distributed scanning is the bottleneck experienced with document preparation (opening envelopes, unfolding paper, removing staples and paper clips, repairing tears, photocopying paper, and inserting separator pages).  This keeps staff from other tasks and creates processing delays that impacts departments such as accounts payable, claims processing, and customer serices that rely on timely captured data.  In a centralized location these manual tasks are done either by a person(s) or a digital mailroom scanner.

Since scanning is the first step in converting paper documents to more usuable digital information, it can have a weighty impact on productivity, operations efficiency, and data accuracy.  For this reason, organizations should not take this type of decision lightly.  Companies should avoid falling into the trap of thinking that scanners on every desktop will drive capture efficiencies.  Enhancing centralized operations will actually deliver significant benefits, driving a better ROI.

Next article: Centralize Scanning Inhouse or Outsource to a Digital Mailroom

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Tags: Document Scanners, scanners, Document Management, digital mailroom, document scanning, Paperless Office

The 5 Myths of Outsourced Scanning

Posted by Cindy Bialy on Mon, Dec 17, 2012 @ 11:53 AM

Document scanning and data capture are mature technologies that have enjoyed a significant amount of infiltration and success in many different departments and organizatons.  The growth rates for these solutions have remained strong over the past several years, despite the economic downturn. Having said that, many organizations are hesitant to hire an outside scanning company to handle the task of converting their paper files to electronic due to several prevailing myths regarding outsourced document scanning companies.  Let's take a look at 5 top myths:

  • Document scanning companies are expensive

A large reputable production facility can develop a program to fit any budget and their expertise of their staff enables them to provide you with the most competitive pricing. In most cases the cost of outsourced scanning ends up being cheaper than the amount it would cost to do it yourself in-house!

  • Document Scanning companies are unnecessary

Many in-house projects can be a distraction and time drain on staff and management. Organizations who try to do it themselves quickly discover how difficult it is to undertake theDocument scanning task using untrained personnel and inferior scanners.

  • Document Scanning companies will say "all or nothing"

We have a complete undertanding that organizations may only be able to budget money in quarterly or yearly segments or may be only be able to budget money for a small portion of their needs. Would it be better if everyone everywhere went paperless? Maybe. Does it have to be that way? No. You don’t have to go completely paper-free, but by switching in some areas you can reap the benefits from using less paper. From saving money to saving space, even little switches make big differences. In the event your business can’t make the total switch, find out which areas can; if your company was able to make one area, say payroll, paperless you will be saving time and money while still keeping your company’s most important documents in paper form.  The other option to consider is to plan your scanning project in phases or by departments.

  • Document Scanning companies are less secure

This could not be any less true.  Continual update of technologies and proven document scanning procedures ensure that your documents remain secure and confidential. That means tracking the physical documents from the moment they arrive at our premises for scanning to their safe return.

  • An outsourced scanning project is time consuming

While there is an initial time investment for budget approvals and project planning, once you outsource the work of preparing and scanning your documents, all that is left is to monitor the results. The whole point of the transition to a paperless office is to save time going forward.

Do not be fooled by the myths that disparage the use of a document management company. These 5 myths are usually the most prevalent surrounding the consideration of outsourcing while planning a paperless office transition. Learning the truths behind these myths is a key way to start learning how you can adopt new technologies in the most cost effective and time saving way.

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Tags: scanners, document scanning, Paperless Office, accounts payable

Canon DR-6050C Scanner Reviews

Posted by Cindy Bialy on Mon, May 14, 2012 @ 11:21 AM

Wanting to learn more about the imageFormula DR-6050C scanner before making a purchase?  I did and started the time consuming process of researching on the internet.  Searching through the pages of information andCanon DR-6050C reviews I realized I shouldn't let my time researching this product go to waste.  I now share with you through this blog article the expert and user reviews that were the most helpful.

User Reviews....

" Unbelievably fast.  Very little maintenance in the two years we've had both of ours."

"Our office is happy to have this scanner, making our lives easier by handling a suggested daily duty cycle of up to 12,000 scans a day! Now that's what you call working hard. Invoices, delivery notes, charts, reports – you name it, this machine handles them well, loading, feeding and removing documents effortlessly with it's front-feed design. It is Twain compliant so you are assured of the best image-handling and superb quality in every scan."

"Its users give the CANON DR-6050C a very good score for its user-friendliness.They find it very reliable., moreover, most of them share the same opinion."

"Its users give the CANON DR-6050C a very good score for its user-friendliness. They find it very reliable. Moreover, most of them share the same opinion."

The experts say....

"This product is selling at a price in-line with its capabilities and what you'd expect to pay."

My assessment...



Tags: Document Scanners, scanners, Paperless Office

Microfilm - The Most Trusted Tool for Preservation?

Posted by Cindy Bialy on Thu, Apr 19, 2012 @ 12:33 PM

Written by Paul Connolly

Microfilm is a trusted tool for long term preservation. Microfilm  has a life expectancy of 100 years for a diazo duplicates and 500 years for a silver original/master if stored properly in adescribe the image controlled environment.  The only issue is will we be able to read microfilm in a 100 years never mind 500! But with the technologies that are now available we can make documents available within seconds. Technology also  allows us to back up documents daily thus creating digital preservation.

And yes digital preservation has its negatives also.

Digital technology is developing quickly and retrieval and viewing technologies can become obsolete in a matter of years. When faster, more capable and less expensive storage and processing devices are developed, older versions may be quickly replaced. When a software or technology is abandoned, or a hardware device is no longer in production, records created with such technologies are at great risk of loss, simply because they are no longer accessible. This process is known as digital obsolescence. To avoid digital obsolescence clients need to migrate their data. Migration is the transferring of data to a newer system or media. This may include conversion of resources from one file format to another (e.g., conversion of Microsoft Word to PDF), from one operating system to another or from one programming language to another so the resource remains fully accessible and functional.  

Digital preservation is defined as:

Long-term, error-free storage of digital information, with means for retrieval and interpretation, for the entire time span the information is required for. Long-term is defined as "long enough to be concerned with the impacts of changing technologies, including support for new media and data formats, or with a changing user community.

We can also create microfilm from an electronic image if required.  Do they need to access the documents? If so do they have a microfilm/microfiche reader printers available. Equipment comes a high cost also,(maintenance cost, service contracts, toner or ink cartridges, down time, paper) Most companies/people have access to adobe’s free pdf viewer so documents can be sent via email, saved to thumb drives, etc.

In the end it all comes down to do you have a retention plan in place? And most importantly do you follow the guide lines of your retention plan? Remember though, we are not privy in a lot of cases when it comes to the legality of the document so we always recommend speaking to legal council before making any decisions. Each state has its own guidelines and requirements.

If you would like more information or to discuss this further please contact us.


Tags: scanners, microfilm