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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.
Imaging for financial documents will be done at different locations depending on the document type. These locations can be grouped into four different categories:
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.
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.
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.
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.
This short checklist shows what you will need to use the ImageNow system:
These are discussed in more detail below.
You will need a user ID and password to access the imaging system. You will need to fill out an access request form (ARF) for your financial job duty and have it signed by the appropriate person (as designated on the ARF and any attachments). The completed form should be submitted to OIT Data Security. See the OIT Data Security website (http://www1.umn.edu/datasec/security) for more information. By submitting this form, taking the necessary training, and passing the assessment, your account will automatically be granted in ImageNow.
The University Technology and Training Center (UTTC) has a 3-hour hands-on introduction to ImageNow called ImageNow 6 Basics. Though this class is not EFS specific, it does cover most of the basic tasks and features that ImageNow users need to know. Topics covered in the course include
Click here for dates of upcoming classes.
An online tutorial is now available for ImageNow 6.1. This tutorial covers the same material as the ImageNow Basics 6 classroom course, but without the hands-on learning. The classroom course has been in high demand and many people have found themselves on a wait list. With the online tutorial, you can view the content whenever it is convenient for you. Many of the topics are broken out into subtopics as well, so you can view only those topics you need to learn about, and in any order. You can view the tutorial at http://uttc.umn.edu/training/tutorials/imagenow/.
Quick Start Guides are available in downloadable PDF format:
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.
Patch code sheet also known as a separator sheet is used to simplify the task of scanning and organizing documents. A patch code is used to create a new batch when it is detected by the scanner. Each time a patch code is detected, a new batch is created for the documents that are scanned after it. User can insert patch code sheets in between documents so they can scan multiple documents at once.
Follow this link to download the patch code. User can make multiple copies of the patch code and reuse them. It is helpful to print them out on colored papers so they are easily spotted. However, choose a light color as your scanner may have trouble with dark/neon colored paper.
If your financial role involves imaging, you will be able to access the financial imaging system in one of two ways. The first way is to use the ImageNow client. This is application software that must be downloaded and installed on your workstation. The second way is to use WebNow, which is a browser-based way to use the imaging system. Which way you choose will depend on your imaging function.
Those using a workstation with an attached scanner will need to use the ImageNow client. Those who do not have a scanner, but who need to linking financial documents (assigning key values) will also need to have the client installed on their workstation. In general, staff with these functions must use the client:
Those users who do not scan or link documents should use the browser-based WebNow. It allows you do do all the functions you will need for searching, viewing, and processing documents through workflow.
Please contact the EFS imaging staff at EAD-Imaging @lists.umn.edu for instructions on how to download and install the client. Follow this link to download a pdf of the ImageNow Upgrade Installation Notes.
The EFS Imaging team will set up your scanners and install the CaptureNow software and the ImageNow client on the workstation.
To access WebNow, point your browser to https://imagenow.umn.edu/webnow/. Browsers compatible with WebNow are Internet Explorer, Firefox, and Safari. Be sure to bookmark the site so you can return to it easily.
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.
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 scanning workstations are not supported by ImageNow.)
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:
ImageNow Client Scanning Station |
Recommended Configuration |
|---|---|
MicroSoft Windows XP Professional Windows 2000 is also supported. Windows ME & XP Home Edition and Macintosh systems are NOT supported. |
500 MHz or greater processor |
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:
WebNow Viewing Stations |
Recommended Configuration |
|---|---|
Windows: |
|
| Macintosh: Macintosh OS X or greater |
Apple Safari Web Browser 1.2.3x with Java 1.5 update 4. |
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.
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 EAD-Imaging@lists.umn.edu 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.
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.
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.
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.
200 to 240 transactions a day.
| Canon DR-2580C | Fujitsu fi-5120C | ||
|---|---|---|---|
| Resolution (1) | Up to 600 dpi | Up to 600 dpi | |
| Speed (Pages/Min) |
Black & White | 25 simplex, 50 duplex (200 dpi) | 25 simplex, 50 duplex (200 dpi) |
| Color | 17 simplex, 32 duplex (150 dpi) | 25 simplex, 50 duplex (200 dpi) | |
| Daily Duty Cycle (2) | 1,000 pages | 2,000 pages | |
| ADF Capacity | 50 sheets | 50 sheets | |
| Max Paper Size | 8.5 X 14 inches | 8.5 X 14 inches | |
| Recommended CaptureNow (3) | ISIS Level 1 | ISIS Level 1 | |
| Interface | USB 2.0 | USB 2.0 / Ultra SCSI | |
| Scanner Cost (4) | $660.00 | $867.00 | |
| CaptureNow Software Cost (5) | $395.00 + 18% SMA = $466.10 | $395.00 + 18% SMA = $466.10 | |
| Total Cost (6) | $1,126.10 | $1,333.10 | |
Notes
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.
280 to 320 (or more) per day.
| DR-3080CII | Fujitsu fi-5530C2 | ||
|---|---|---|---|
| Resolution (1) | Up to 600 dpi | Up to 600 dpi | |
| Speed (Pages/Min) |
Black & White | 32 simplex,64 duplex 43 simplex, 86 duplex (high speed) |
47 simplex, 94 duplex (300 dpi, landscape) 35 simplex, 70 duplex (300 dpi, portrait) |
| Color | 10 simplex, 20 duplex | 47 simplex, 94 duplex (300 dpi, landscape) 35 simplex, 70 duplex (300 dpi, portrait) |
|
| Daily Duty Cycle (2) | 4,500 pages | 3,000 pages | |
| ADF Capacity | 100 sheets | 100 sheets | |
| Max Paper Size | 10 X 14 | 11 X 17 | |
| Recommended CaptureNow (3) | ISIS Level II | ISIS Level II | |
| Interface | USB 2.0 / Ultra SCSI | USB 2.0 / Ultra SCSI | |
| Scanner Cost (4) | $2,179.31 | $2,485.86 | |
| CaptureNow Software Cost (5) | $1,495+ 18% SMA = 1764.10 | $1,495+ 18% SMA = 1764.10 | |
| Total Cost (6) | $3,943.41 | $4,249.96 | |
Notes
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.
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 EAD-Imaging@lists.umn.edu.
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.
To help you choose the right scanner for your needs, see the selection guide above. If you would like a copy of the full list of scanners certified for use with ImageNow, please contact EAD-Imaging@lists.umn.edu.
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.
CaptureNow File IP |
Per-Seat |
Allows user to apply image processing such as barcodes and imprinting to documents that are captured from the file system rather than scanned. |
$195 + 18% SMA** |
CaptureNow - ISIS Level 1* |
Per-Seat |
Drives a scan station that uses a Pixel ISIS driver. |
$395 + 18% SMA** |
CaptureNow - ISIS Level 2* |
Per-Seat |
Drives a scan station that uses a Pixel ISIS driver. |
$1,495+ 18% SMA** |
CaptureNow - ISIS Level 3* |
Per-Seat |
Drives a scan station that uses a Pixel ISIS driver. |
$1,995+ 18% SMA** |
CaptureNow - Kofax/VRS* |
Per-Seat |
Drives a scan station that uses a Kofax Adrenaline driver. |
$1,495.00 CaptureNow Adrenaline + 18% SMA**, + $1,150 Kofax SCSI or USB interface |
* 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 with ISIS provides basic scanning functionality, including:
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:
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.
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.
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.
The following are Enterprise-funded costs covered by the University:
The EAD Imaging group is part of the Operations Infrastructure and Architecture (OIA) 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.
View a table of where various documents will be scanned when the new financial system goes live
Click on a link below to go to a specific topic:
EFS Scanning Guide (pdf)