Imaging Hardware and Software Options

This page discusses scanning options for financial areas that will need to scan and archive financial documents using the ImageNow system. It covers options for the hardware and software required and the costs involved. For a list of documents that will be scanned into ImageNow see Scanning Locations for Specific Documents.

For departmental scanning equipment for financial documents that do not need to be archived in ImageNow, such as Contracts for Professional Services or attachments for requisitions, see the Purchasing Services Web site for more information.

Click on a link below to go to a specific topic:

• Imaging Locations
• ImageNow Client versus WebNow
• What's Needed for Imaging
• Imaging Training
  • Scanner Training
• Workstation Hardware Requirements
  • Scanning Workstations (Client)
  • Viewing Workstations (Client)
  • WebNow Workstations
  • Monitor Size: A Note on Resolution
• Recommended Scanner Configurations
  • Existing Scanners
  • Choosing a Scanner
  • Other Considerations
  • Low- to Moderate-Volume Option
  • High-Volume Option
  • Flatbed Scanners
  • Multifunction Devices
  • Consumer-Level Scanners vs. Business-Level Scanners
• Existing Hardware/Software
  • Disbursements Services & Bursars' Offices
  • Other Locations with Existing Scanners
  • Selecting a Scanner
• ImageNow Scanning Software Requirements
  • CaptureNow
  • CaptureNow ISIS and CaptureNow VRS
  • Selecting the Right Software
• Purchase and Installation Suggested Timeline
• Service Contracts
• Costs Paid by the University
• Costs Paid by Each Scanning Location
• The Role of EAD Imaging
• Contact Information
• Imaging Presentation and Demo
  
  

Imaging for financial documents will be done at different locations depending on the document type. These locations can be grouped into four different categories:

1. Disbursement Services defines document imaging policies and is responsible for a variety of functions associated with the process of making non-payroll payments to suppliers and employees. They oversee imaging processes for all financial documents, and already have a scanning staff and scanners in place. They will be able to use their current scanners with the new ImageNow CaptureNow scanning software.

2. The Bursar’s Office provides financial services to all members of the University community. They will deposit and image payment entries for Regular Deposit and Departmental Deposit. There are six bursars' offices; they are located on the West Bank, the East Bank, the St. Paul campus, the Duluth campus, the Morris campus, and the Crookston campus. The busars' offices on the Twin Cities campus (West Bank, East Bank, St. Paul) already have scanners, ImageNow CaptureNow software, and scanning staff in place. Scanning for the bursars' offices in Crookston, Duluth, and Morris, along with other financial documents, will be handled by their respective clusters.

3. Clusters are responsible for performing certain financial tasks, including imaging of documents entered by the clusters. There will be approximately 40 to 50 clusters. Each cluster will be responsible for providing scanning hardware, software, and staff to accommodate imaging services.

4. Remote/Satellite Departments are departments located outside the University’s campuses. There are approximately 30 satellite departments statewide. These departments are not responsible for providing imaging services for their financial documents. However, if they already have imaging equipment, they may scan Departmental Deposit Reports and supporting documents.

What's Needed for Imaging

This short checklist shows what you will need to use the ImageNow system:

• Document scanner.
  
  
• Service and maintenance contract for the scanner (optional but recommended).
  
  
• Windows workstations for users who will be scanning and indexing documents. These functions require use of the Windows-only ImageNow client. All other users can use WebNow, which can be used with either Windows or Macintosh computers.
  
  
• If using the CaptureNow VRS software, the workstation will need to have an open SCSI card slot.
  
  
• 19- or 21-inch monitor for best viewing. Dual monitors can be helpful for working with ImageNow and PeopleSoft at the same time.
  
  
• CaptureNow license and software (Pixel ISIS or Kofax VRS).

These are discussed in more detail below.

Imaging Training

Online training for the ImageNow system will be available from UTTC by March 2008. This training will cover the basic information needed by all users of ImageNow and will include how to search and view documents, how to index documents, and how to use workflow. For more information about imaging training, see the UTTC Web site.

Scanner Training

Training for staff who will be scanning documents is more specialized and will be done at your site by one of the EAD Imaging specialists. They will be contacting you in early spring to arrange for scanner training during May and June. Your scanner and software will need to in place by that time. See the Purchase and Installation Timeline.

ImageNow Client versus WebNow

ImageNow is a client-server application that gives users the option to either install the ImageNow client software on their workstation for maximum functionality and scanning, or to use a standard browser to access WebNow, which is the Internet version of the application. The ImageNow client is application software that must be installed on a workstation (Windows only; there is no Macintosh client version). The ImageNow client offers the greatest functionality. It is required for workstations with a scanner attached and for workstations of persons who will perform indexing of documents. WebNow offers most of the features of the ImageNow client and it requires only a Web browser and Internet access. With WebNow, there is no additional software to install, maintain, or upgrade, as there is with the ImageNow client version. For users who don’t need to scan and index documents but who need to search, view, and process documents, WebNow is the recommended option for accessing the imaging system.

Workstation Hardware Requirements

To implement an imaging solution, a cluster will need at least one scanning workstation (Windows-based) and an attached scanner. The scanning workstation must have a version of Perceptive Software’s CaptureNow scanning software installed. Users who will be working with imaged documents but who do not need to scan or link should use the WebNow interface. Macintosh users will have to use the WebNow option, since the ImageNow client runs only on Windows.

Scanning Workstations (ImageNow Client)

A scanning workstation is a Windows workstation connected to a document scanner. The workstation must have Perceptive Software’s ImageNow client and CaptureNow scanning software installed. (Macintosh workstations are not supported by ImageNow.)

Viewing Workstations (ImageNow Client)

An ImageNow client viewing workstation is not attached to a scanner and is used to search for documents and to view and process them after they have been scanned. In most cases, existing workstations in a cluster should be adequate for retrieving and viewing documents with ImageNow. Users who will be indexing documents will need to have the ImageNow client installed on their workstation. Other users can use the browser-based WebNow, which doesn't require additional software. Since the University has a site license, there is no charge for using the ImageNow client, and a department can have as many users as it needs.

The requirements for scanning or viewing workstations using the ImageNow client software are:

WebNow Workstations

WebNow is the browser-based option for searching, retrieving, viewing, and processing already-imaged documents. Because the user accesses WebNow using an Internet browser, the only software requirements for the ImageNow client computer are a Web browser such as Internet Explorer, Netscape, Firefox, or Safari, and Sun Microsystem's Java Runtime Environment (JRE). Since these are already installed on most workstations, WebNow is a good option for those users who only need to work with documents already in the system. It is the ONLY option for those who use Macintosh computers. The requirements for a workstation using WebNow are:

Monitor Size: A Note on Resolution

One of the frustrations that imaging users may experience is not being able to see a scanned document clearly on the screen. The ideal resolution for displaying an entire 8.5 x 11 inch document is 1600 x 1200 on a 21-inch monitor, which will display a page image at 100 percent of actual size. A 19-inch monitor with a resolution of 1280 x 1024 will display a page at about 7¾ x 10 inches, or about 82 percent of actual size. In practice, this is quite readable. With smaller monitors, users may have to zoom in and/or scroll to comfortably read an imaged page. Clusters may therefore want to consider upgrading their imaging staff's monitors.

Recommended Scanner Configurations

The four recommended scanners discussed below are certified by Perceptive Software to work with the ImageNow/CaptureNow software. The Fujitsu fi-5120C and Canon DR-3080CII are already in use by a number of ImageNow users at the University and have been found to offer an excellent combination of cost, features, and reliability. There are a number of other scanners that Perceptive Software has certified for use with ImageNow. Contact Dan Wagner for more information about these other scanners.

To help you choose the right scanner for your needs, you may want to user our scanner selection guide after you review the information below. Since the version of the CaptureNow software you will need depends on the scanner you choose, select your scanner before you choose your software. A software selection guide will help you with that choice.

Existing Scanners

Please read the section on Multifunction Devices and Consumer Scanners below. If a cluster already has a scanner, the EFS Imaging team can determine whether it will be suitable for use with ImageNow, and if so, which version of the CaptureNow software is appropriate.

Choosing a Scanner

Which scanner you choose depends on the volume of transactions you expect and your budget. We’ve assumed that documentation associated with transactions will average about 5 pages. Based on our experience with the less expensive, slower scanners (low-to-moderate volume) listed below, we estimate that one person preparing, scanning, and indexing (assigning search keys) can process about 25 to 30 transactions (125 to 150 pages) an hour, or about 200 to 240 transaction in an 8-hour day.

With the more expensive, faster scanners (high volume), we estimate that a person preparing, scanning, and indexing can process about 35 to 40 transactions (175 to 200 pages) an hour, or about 280 to 320 transaction in an 8-hour day.

Other Considerations

Scanning documents actually consists of four steps. The first, preparing the document, involves putting the pages in order, making sure there are no staples or sticky notes, applying a barcode sticker if needed, and inserting a separator sheet between documents. The second step is placing the documents into the scanner and scanning them. The third step is Q/A, or checking the scanned document to make sure that it meets quality standards for readability. In the final step, index keys are assigned to the document for later search and retrieval. Scanning is actually the fastest part of the process, since the other steps include manual processing.

Each of these steps can be performed by one person, or broken out among several staff. Depending on your staff and budget, you might also consider whether it would make sense to purchase more than one scanner to divide the workload and allow for backup in case of scanner failure.

Low- to Moderate-Volume Scanners

200 to 240 transactions a day.

Notes

1. Most documents can be scanned at 200-240 dpi with good results.
2. The daily duty cycle is the maximum number of pages the scanner can process if running continuously. This does not take into account time for document prep, quality assurance, or indexing. Regularly exceeding the duty cycle limit can lead to scanner malfunctions and breakdowns over time.
3. Another version of CaptureNow, which includes Kofax VRS, offers greater features and options during the scanning process. The cost is about $2,505.00
4. Scanner cost is from the U o M UMart Web site. Prices will fluctuate.
5. Software cost includes first year of support and maintenance. After the first year, support and maintenance is paid by OIT.
6. Total cost does not reflect the cost of a support and maintenance agreement for the scanner.

A machine's rated capacity to continuously perform work under normal conditions. It generally applies to mechanical devices such as printers, in which case it would indicate the number of pages that can be printed per month without a problem.

High-Volume Scanner Options

280 to 320 (or more) per day.

Notes

• Most documents can be scanned at 200-240 dpi with good results.
• The daily duty cycle is the maximum number of pages the scanner can process if running continuously. This does not take into account time for document prep, quality assurance, or indexing. Regularly exceeding the duty cycle limit can lead to scanner malfunctions and breakdowns over time.
• Another version of CaptureNow, which includes Kofax VRS, offers greater features and options during the scanning process. The cost is about $2,505.00
• Scanner cost is from the U o M UMart Web site. Prices will fluctuate.
• Software cost includes first year of support and maintenance (SMA). After the first year, the software support and maintenance fees are paid by OIT.
• Total cost does not reflect the cost of a service and maintenance plan for the scanner.

Flatbed Scanners

The four scanners recommended above have automatic document feeders (ADF), which means that a stack of paper can be placed in a feeder for automatic feeding into the scanner. There are also scanners with a flatbed option, where documents to be scanned are placed on a glass plate one by one, similar to how you would manually use a copy machine. These can be useful for odd-sized or fragile documents. We don’t anticipate that flatbed scanners would be needed by any of the clusters. Disbursement Services, which currently scans most financial documents, does not have a flatbed scanner. If necessary, the occasional document that can’t be sent through a scanner feeder could be photocopied, and the photocopy scanned into the system.

A flatbed scanner is more expensive than an ADF scanner. There is a version of the low-volume Fujitsu mentioned above with a flatbed. This is the Fujitsu fi-5220C, and costs approximately $1,250. A recommended flatbed scanner in high-volume range is the Fujitsu fi-5750C, at a cost of about $5,800. Canon scanners are not available with a flatbed.

Multifunction Devices for EFS Imaging

A multifunction device is an office machine that incorporates the functionality of multiple devices into one (e.g., incorporating a printer, scanner, photocopier, fax, and e-mail into one device). There are departments across the university that may already have this type of device in their office.

As of today, ImageNow does not support direct scanning from a multifunction device. The solution is to use the multifunction device to scan documents into a local/network folder location, which later needs to be manually imported into the imaging system.

The EFS Imaging team does not recommend the use of multifunction devices at this time, due to the complexity of the workaround and the additional processing time. We recommend that each scanning location uses a stand-alone scanner and ImageNow scanning software for financial document imaging to take advantage of direct scanning and on-the-fly document quality editing (Kofax VRS). The estimated cost for purchasing a scanner and scanning software for financial document imaging ranges from $1126–$5000.

Consumer-Level Scanners vs. Business-Level Scanners for EFS Imaging

Consumer scanners are typically flatbed scanners used by the general consumer at home to scan photos, negatives, films, and other types of documents. This type of scanner can usually only accommodate single-page and single-sided scanning.

ImageNow does not support direct scanning for this type of scanner. The EFS Imaging team does not recommend the use of this type of scanner due to its limited capability, slow processing time, and incompatibility with CaptureNow software.

The EFS Imaging team recommends that clusters purchase a business-level scanner, which is also referred to as a workgroup or production scanner. These can scan multiple pages at higher speed and with greater reliability. The four recommended models are the Fujitsu 5120C, the Canon 2580C, the Fujutsu fi-5530C2, and the Canon DR3080CII, as noted above. If your department is interested in purchasing a different scanner model or would like to learn which other scanner models are compatible with ImageNow, please contact Dan Wagner.

 

Existing Hardware/Software

Disbursements Services & Bursar's Office

Disbursements Services already has Canon 3060C scanners, and would only need to purchase the scanning software. The Bursar's Office in the Twin Cities is currently using ImageNow and already has scanners and CaptureNow software; they should not have to purchase new scanners or software.

Other Locations with Existing Scanners

Some clusters may already have a scanner. In these cases, the EFS Imaging team can determine whether the scanner will be suitable for use with ImageNow, and if so, which version of the CaptureNow software is appropriate.

Selecting a Scanner

To help you choose the right scanner for your needs, see the selection guide above.

 

ImageNow Scanning Software Requirements

CaptureNow

A separate CaptureNow license is required for each scanning workstation. In addition to a one-time license cost, Perceptive Software charges an annual fee of 18 percent of the license cost for their software maintenance agreement. Each cluster will be responsible for purchasing the CaptureNow software and for paying the first year of the annual software maintenance fee. In subsequent years, the cost of the annual software maintenance fee for the CaptureNow license will be paid by the Office of Information Technology (OIT). Some scanning software options also require the purchase of a hardware card and cable.

* The level required depends on the scanner being used with the software.

** SMA = Software Maintenance Agreement for PSI technical support is required. Cost is calculated on license cost only, not on hardware such as SCSI cards or cables. Clusters will be responsible for the cost of the SMA for the first year only. After the first year, OIT will cover the cost of the SMA.

CaptureNow ISIS and CaptureNow VRS

CaptureNow with ISIS provides basic scanning functionality, including:

• Single and batch mode scanning
• Importing from file
• Bar code recognition

Depending on the scanner you choose, CaptureNow ISIS will support color, grayscale, ADF, and duplex scanning. CaptureNow ISIS is available in three levels; which level you need is determined by the scanner you choose.

CaptureNow with VRS (Virtual ReScan) provides the functionality of CaptureNow ISIS and also provides additional features:

• Advanced clarity makes even “unreadable” images legible.
• Automatic image orientation adjusts skewed images, and can even rotate upside-down ones, so all captured images are oriented in the same direction.
• Correctly identifies and retains color when it is integral to a document (e.g., logo, photo, stamp) and eliminates it when it is not (e.g., colored paper stock).

CaptureNow VRS is particularly useful if you have challenging documents, such as those printed on dense background patterns or security paper, recycled paper, wrinkled paper, dirty paper, or thermal paper. For the most part, the financial transactions you will be dealing with will be simple black printing on plain paper and won’t fall into this challenging category. If you do have an occasional difficult document and don’t have VRS, you could make a copy on an office copy machine and then scan that into ImageNow.

Selecting the Right Software

To help you choose the right version of the CaptureNow software, see the selection guide. Since your choice of software is dependent on the scanner, you may want to user our scanner selection guide first.

 

Purchase and Installation Suggested Timeline

You will need to begin scanning financial documents at system go-live in July 2008. Before that you will need to have purchased your scanner and software, and your general imaging staff will need to have completed the online training. Staff who will be scanning documents will need to have been trained by the EAD Imaging specialists. Here is a timeline for ordering hardware/software, installation, and training:

• By March 15, 2008: Cluster orders scanner and software.
• Early March to end of June 2008: Cluster imaging staff completes online ImageNow training.
• During April 2008: EAD Imaging staff installs scanners and software.
• Mid-April to end of June 2008: EAD Imaging staff trains cluster staff who will be scanning documents.

Service Contracts

OIT does not offer hardware support for the maintenance or repair of scanners. The EFS Imaging team strongly recommends that clusters get a service contract for their scanner. Scanners are electromechanical devices and are subject to wear and tear and occasional breakdowns. To reduce downtime in case of a scanner problem, you can purchase a service plan for your scanner. These are usually available at the time of purchase, and vary as to the length of coverage (6 months, 1 year, 2 years, etc.) and the level of support. They may offer next-day or same-day service, and may include an exchange plan, meaning that they will exchange your broken scanner for a new one, often the same day. The length of coverage and level will determine the cost. For example, a one-year on-site extended service plan for the DR-3080C CII costs about $950, or about $700 for an extended exchange plan.

A local source for support in the Twin Cities is Mini-Mainframe Services, which has a University-wide contract. Their contact is Merrill Lewis (minimainframe@msn.com, 763-754-2467). There are different levels of support, so call for a quote.

Costs Paid by the University

The following are Enterprise-funded costs covered by the University:

• ImageNow client & WebNow licenses (site license)
• Server hardware & server software maintenance and upgrades
• Document image storage, backup, and disaster recovery
• Implementation and support services

Costs Paid by Each Scanning Location

• Cost of scanner
• CaptureNow software license and first year of software maintenance
• Scanner maintenance (including consumables) and repair

The Role of EAD Imaging

The EAD Imaging group is part of the Enterprise Application Development (EAD) area within the Office of Information Technology (OIT). Their role is to implement and support the ImageNow product as a University-wide document imaging solution. They will be involved helping clusters choose the right scanner and software for their needs and in the installation and setup of the scanners and the scanner software for clusters for EFS implementation. They will also provide technical support for clusters after implementation.

Contact Information

The following people had input in the definition of the scanning options for financial clusters.

Imaging Presentation and Demo

View an Imaging presentation and demo recorded with Adobe Presenter (August 2007)

View a table of where various documents will be scanned when the new financial system goes live

View high-level imaging process flows for the different  financial transactions