HP Document Capture Solutions: Understanding Document Management

Understanding Document Management
Plan It - Do It!

There are three elements of a document management system.

Document management systems use a combination of hardware, software, and business rules to support these three key elements of the document management process:

Capture. Scanners, MFPs or Digital senders can be used to create an electronic version of an existing paper document. Electronic files are also captured via PC's and other digital media devices such as digital cameras.
Manage. Once your documents are in a consistent electronic format, you can store and manage them just like any other data file. You'll use server and storage equipment to secure, store, and backup your electronic records.
Share. To share your electronic files, you can use any number of resources and tools, including printing, email, file sharing, and more.


CHOICE POINTS	HP MFP	HP Digital Sender	HP Scanner
Connectivity	Direct NW or PC Connect	Direct NW	PC Connect
Workgroup Size	5+ users	5+ users	2 - 8 users
Scan Volume	<250 pgs/day/person	<250 pgs/day/person	>250 pgs/day/person
Security Model	HP Digital Sending Software	HP Digital Sending Software	PC Based
Image Manipulation & QA	After capture	After capture	At or after capture
Shared vs. dedicated use & device proximity	For scanning centric applications and/or environments, a dedicated device may help users may be more productive, since the device can be close to the user.
Other	Print, copy, fax, and scan. HP DSS sends to shared network folders, email, FTP sties, priners, LAN fax HP Autostore sends to most major CM apps in native file format Easy indexing with custom keys		Kofax & ISIS certified. Scansoft PaperPort allows files to be sent to major Database systems. Full Autostore integration thru Scansoft Paperport link. Easy workflow & destination management through HP Smart Document Scan Software on select scanjets.

Learn more about HP Smart Document Scan Software

HP Smart Document Scan Software is provided in select HP Scanjet products, and not found in the HP MFP products.

Customizable scan settings

Image quality & correction; e.g. resolution, color mode, Kofax VRS
Page adjustments; e.g. auto-crop, resize, auto-straighten
Batch separation with bar-codes, blank page, page count
Filing options - type and destination; e.g. PDF, "server xyz", Sharepoint Portal
Search by keyword and/or verbiage within documents

Assign profiles to front panel buttons/keys on scanner

Easy launch of complex scan profiles

Preview file before saving

Rotate & straighten pages
Move pages
Delete & replace pages
Zoom on individual pages

Kofax VirtualReScan (VRS)
VRS 4.2 Basic is included in the HP document management Scanjet products. VRS 4.2 Professional upgrades the capabilities of VRS Basic, adding robust image enhancement features that further reduce the need for manual intervention in the scanning process. VRS 4.2 Professional can make even difficult-to-read or damaged documents legible, auto-rotate documents to the same orientation, and automatically switch between color and black & white modes without adjusting the scanner's settings.

Kofax VRS 4.2 Basic vs. Pro

	HP Scanjet N6310	HP Scanjet N7710	HP Scanjet N8420	HP Scanjet N8460	HP Scanjet N9120
	Easily scan single/double sided documents, bound reports, business cards, photos, slides and negatives (built-in TMA)	HP's fastest sheet-feed scanner for workgroup document management	High performance flatbed scanner for workgroup document management	HP's fastest flatbed scanner for workgroup document management	New! High-volume 11 X 17 inch flatbed w/imprinter provides rapid scan speeds.
Format	Flatbed	Sheet-feed	Flatbed	Flatbed	Flatbed
ADF capacity	50 sheets	50 sheets	100 sheets	100 sheets	200 sheets
ADF speed	Up to 15 ppm / up to 6 ipm	Up to 35 ppm / up to 70 ipm	Up to 25 ppm / up to 50 ipm	Up to 35 ppm / up to 70 ipm	Up to 50 ppm / up to 100 ipm
Duty cycle	Up to 500 pages per day	Up to 2,000 pages per day	Up to 1,500 pages per day	Up to 1,500 pages per day	Up to 5,000 pages per day
Multi-feed detection?	Yes, length	Yes, ultra sonic double feed	Yes, ultra sonic double feed	Yes, ultra sonic double feed	Yes, ultra sonic double feed
Card slot	No	Yes	No	No	No
Interface / Connectivity	Hi-Speed USB 2.0	Hi-Speed USB 2.0	Hi-Speed USB 2.0	Hi-Speed USB 2.0	1 Ethernet 10/100Base TX port, 1 open EIO slot
Compatible operating system	Windows 2000, XP versions, Vista, Mac OS X v10.4.11 or higher	Certified for Windows Vista^™; Windows Vista x64; Windows XP Home; Windows XP Professional; Windows XP Professional x64; Windows 2000
Service, support and warranty	Standard one-year limited hardware with options	One year, limited hardware warranty, one-year free phone support			One year onsite
Included Software applications	IRIS ReadIRIS-Optical Character Recognition (OCR) software.	HP Smart Document Scan Software-HP Scanner software that automates and simplifies scan settings and task workflows. IRIS ReadIRIS-Optical Character Recognition (OCR) software. ScanSoft PaperPort-Simple document management application to capture, manage and share documents. Kofax Virtual Rescan (VRS)-Image enhancement technology that inspects and corrects documents for alignment (skew), brightness, contrast and image clarity. NewSoft Biz Card Reader SE (SJ 7800 and N7710 only)-Converts the vital contact information on business cards into searchable, digital database.
Included Device interface software	Captiva ISIS Driver-Standard for communication between software and scanning devices-for applications and scanners focused on document management. Captiva Twain Driver-Standard for communication between software applications and scanning devices-for applications and scanners focused on imaging.