Feature Focus

Scan Image Import

Xerox DocuShare Scan Image Import

Expanded Scanning Integration for Broader Document Capture

Xerox DocuShare Scan Image Import

supports a wide range of scanning

capabilities, dramatically increasing

the ways paper documents can be

captured and input into the DocuShare

environment. This allows companies to

integrate a greater breadth of scanning

configurations with DocuShare, which

ultimately increases the amount and

type of content that they can include

in their business processes and sophis-

ticated DocuShare CPX workflows.

DocuShare’s Scan Image Import cap-

abilities are empowered by several key

features: DataGlyph technology for scan

cover sheet creation, the DocuShare

Email Agent, Distributed Scan Support,

and an optional Optical Character

Recognition (OCR) module that works

with the Xerox TrueMatch technology

already built into DocuShare.

Xerox DataGlyph Technology for

Scan Cover Sheet Creation

Xerox DataGlyph technology is built into

DocuShare and enables users to create

Scan new document:

Scan cover sheets

can be used to bring new documents into

DocuShare with preset access permis-

sions and metadata attached. Because

the document metadata is filled in before

the actual document is available, this

capability is ideal for certain customer

self-service scenarios, such as scanning

bank statements, or other supporting

documents for mortgage loan applica-

tions. Once the scan cover sheet is

generated, it can be used to scan in the

first or any subsequent document versions.

Scan to myself:

Users can add documents

to their own personal collection using

on-demand cover sheet creation. Admin-

istrators may also use their authorization

to add content to any collection to create

“scan to user” cover sheets for any user

in the system.

Scan to collection:

Create one cover

sheet to scan a single page, a multi-page

document, or a batch of documents to a

specific collection, reusing the same cover

sheet for subsequent documents. While

only users with login access to Xerox

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scan cover sheets that support rapid input

of paper documents into the DocuShare

environment. Users simply input the

desired document metadata (descriptions,

search keywords, access permissions,

collection location, etc.) and DocuShare

will create a unique scan cover sheet with

a DataGlyph that encodes a reference to

all pertinent information. Users can then

print the scan cover sheet, place it on top

of any paper document or documents,

and press the scan button for immediate

delivery of the document along with all of

its metadata into the desired DocuShare

location. Scan cover sheet creation

supports knowledge workers that need

to quickly scan batches of documents,

capture new documents, or add versions

to existing documents—without the time-

consuming steps associated with scanning

to a workstation and then uploading the

images into individual files.

Scan cover sheets can be configured

to bring documents into DocuShare in

three ways: scan new document, scan to

myself, and scan to collection.

Using a Scan Cover Sheet to Add a New Document to DocuShare

Collection-17

Scan to Collection-17

DocuShare

Resume (Document-18)

DocuShare

Resume

View Properties

Resume (Document-18)

DocuShare

Using a Scan Cover Sheet to Add a New Document to DocuShare

When adding a new document to a

collection by scanning it, DocuShare

creates and displays a scan cover sheet.

Print the sheet.

The cover sheet includes a DataGlyph,

which encodes information about the

document’s location and the user who

created the cover sheet.

Place the cover sheet on top of

a document and scan both at a

multifunction device.

A PDF version of the document

is added directly to the collection,

with all metadata and security

permissions intact.

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© 2007 Xerox Corporation. All rights reserved. Xerox and DocuShare are registered trademarks of Xerox Corporation. DataGlyph is a trademark

of Palo Alto Research Center Incorporated. All other trademarks are the property of their respective companies and are recognized as such. 3/07

610P728690

Streamlining Global Resume

Processing

Global corporations can streamline a

number of processes using scan cover

sheets. A good example is the routing of

resumes to various managers worldwide:

Hundreds of resumes for several positions

are received at an office in Florida.

A scan cover sheet is created for each

position, scanned into a local network

device along with the appropriate

resumes, and received by a DocuShare

server in California.

The scan cover sheet directs the resumes

to the appropriate DocuShare collection

with metadata and security permissions

already defined.

Based on predefined content rules within

the DocuShare CPX workfow, each

set of resumes is then routed to the

corresponding hiring managers in Tokyo,

California, Florida, and India.

When more resumes are received, the

same cover sheet can be used to scan the

new resumes into DocuShare CPX and the

subsequent workfows.

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DocuShare CPX can generate a cover

sheet, anyone can perform the actual

scanning. For example, after a manager

produces a cover sheet “scan to expense

report,” an administrative assistant can

use that cover sheet every time there are

receipts to send to accounting—whether

it’s one or one hundred.

Once a scan cover sheet is created, it can

be saved, shared, or emailed to someone

else. It can also be printed and saved for

future use or photocopied and physically

distributed to coworkers. The files created

in DocuShare each time the cover sheet is

used only contain the scanned pages, not

the actual cover sheet. Moreover, security

is ensured, because scan cover sheets

are personalized; individuals control the

validity of the cover sheet and can revoke

it at any time.

DocuShare Email Agent

DocuShare’s built-in Email Agent

supports delivery of scanned content into

DocuShare via email. If email arrives

with an attached JPEG, TIFF, or PDF

image file that includes a scan cover

sheet, DocuShare recognizes the unique

DataGlyph on that cover sheet and uses

this information to quickly and securely

deliver scanned content to the desig-

nated DocuShare collection, workgroup,

or sender’s personal collection. This

permits organizations to bring content

into DocuShare with Email Agent as the

submission pathway, without requiring a

networked device. For organizations that

use external “fax to email” services, the

ability to have incoming faxes include

a scan cover sheet greatly extends the

breadth and flexibility of business pro-

cesses that DocuShare can accelerate.

Distributed Scan Support

Distributed Scan Support significantly

expands the global capabilities of

DocuShare. A worldwide network of

scan devices, including multifunction

machines and email-enabled scanners,

can be used to capture document images

and route them to users, collections,

and CPX-based business processes.

This supports the global distribution of

job roles and tasks with a centralized

deployment of DocuShare—job invoices

can be scanned in Singapore and sent

directly into the DocuShare server

hosted in Houston, for example.

Optical Character Recognition

With DocuShare’s optional Optical

Character Recognition (OCR) module,

images can be transformed into

searchable PDF files, enabling the files

to be located, selected, and viewed.

The OCR module leverages the Xerox

TrueMatch technology already built into

the DocuShare platform. TrueMatch

allows users to rapidly retrieve duplicate

or near-duplicate scanned documents

in the DocuShare repository, making it

possible to verify scanned documents

in the system and avoid replication.

TrueMatch is especially useful and

cost-effective for businesses that are

constantly updating information, or

that may have business processes that

must tolerate redundant scanning or re-

submission of specific documents (such

as claims processing).

Scan Image Import is just one of the key

features available in Xerox DocuShare

products, enabling enterprises to more

efficiently capture, automate, and

leverage the content that drives critical

business functions.

Support for End-to-End

Records Management

When combined with Xerox DocuShare

Records Manager, Scan Image Import

enables end-to-end support for records

management by increasing the channels

through which paper documents can be

brought under the control of corporate

electronic records management policies.