25 10, 2011

Scanthropology 101 – How Scanning Evolves in the Enterprise

2018-11-17T17:09:42-07:00October 25th, 2011|Paper2Digital Blog, Steve's Blog|

Workers in today’s office have access to scan devices, but this does very little to reduce the volume of paper surrounding them. Copiers can scan, networks are fast, image file storage is manageable, PDF viewers are on every desktop… so why are we still burdened by paper records, without so much as a plan to approach the paper-free office?

DocSolid scanthropologists have studied this problem, and define the stages of enterprise scanning evolution as follows:

 The first stage, No Scanning, is a stage most offices have moved past. No more knuckle dragging. Digital copiers, multifunctional printers, and desktop scanners gave us basic scanning to move to the second evolutionary state, Casual Scanning. Casual Scanning, the first appearance of upright mobility, is primarily scanning images to our own email inbox or to a network scan folder. This is good for occasional needs to digitize paper. When we figure out how to apply security and application integration to our scan jobs, and add to that the ability to scan stacks of documents, we move into the realm of Repetitive Scanning – and finally get a meaningful group of images onto the electronic platform.

Careful now, because without a best practice approach towards enterprise scanning, Scanarchy is likely to set in as we evolve forward from Repetitive Scanning. Scanarchy ushers in the first appearance of weapons. You can learn about Scanarchy in our white paper (here). When the organization applies the best practices necessary evolve past Scanarchy, it can evolve to Enterprise Scan Capture, and begin to benefit from paper-free operations.

Most organizations today are stuck between Casual and Repetitive scanning.  Heavy-duty, process based scan capture is a basement operation, dedicated to one job. To broaden adoption of scan-capture for front office work, you must integrate it into your business infrastructure and human workflows.

Having cultivated the infrastructure necessary for scanning availability, it is important to recognize that there are still evolutionary obstacles to solving scan-capture needs in the enterprise. Identifying and tackling these remaining obstacles users is the next evolutionary stage of enterprise scanning.

Here are the evolutionary challenges to advancing:

  1. Use every scan device – you have many different devices in place, of varying types (copiers, MFP’s, desktop scanners, network scanners). Turn them all on! You’ve turned on all these devices for printing and copying. Why not use the ones that can scan – to scan! Don’t limit scanning to one vendor, or only newly sold models. It’s green to use the machines you have.
  2. Make it simple – ease of use is the key to getting front office workers involved in scanning. Avoid solutions requiring complex login and typing at the devices. Make scanning as simple as copying and printing.
  3. Stay ‘open’ for scanning business – don’t embed you scanning solutions in the scanning machines, so that you can only use one vendor to meet your needs. Your scanning software should work with every vendor’s devices, existing ones and new ones, as long as they can scan.
  4. Make it productive – you need to be able to scan documents in stacks! You can’t make a trip to a scanner or type long instructions individually for each document. And your best solutions give the option for office services staff to do centralized or assistant scanning when desirable.
  5. Connect images to related business applications – by ensuring your enterprise scanning solution is designed for integration with document repository systems and workflow strategies.

Does this sound hard? Why? We’ve done it for copying and printing at the same machines!

The laws of natural selection apply to scanning.  Mankind has the tools to evolve solutions to move paper onto our electronic platform. And that, my friends, is Scanthropology 101.

10 10, 2011

DocSolid and the International Legal Technology Association Fight Scanarchy in Northern California

2018-11-17T19:03:23-07:00October 10th, 2011|Press Releases|

*** FOR IMMEDIATE RELEASE *** 

Roadshows in S(c)an Francisco and Silicon Valley to share best practices to defeat unmanaged scanning

PHOENIX – Oct. 3, 2011 – DocSolid, a leader in document scanning solutions for the legal market, and the International Legal Technology Association (ILTA) today announced additional dates for their educational roadshows focused on defeating Scanarchy in a legal organization. Titled “From Scanarchy to Best Practice Enterprise Scanning,” the roadshows will continue in San Francisco on October 11 and Silicon Valley on October 12.

The unmanaged scanning of paper documents throughout an enterprise often results in high costs and low efficiency. Scanarchy can be easily defeated, though, with the application of paper capture best practices. Steve Irons, president of DocSolid and founder of three successful scanning providers, will share these best practices as well as examples of how AmLaw 200 law firms have implemented and benefited from these practices.

All legal IT professionals are invited to attend and there is no charge for registration.

These upcoming seminars continue DocSolid’s nationwide roadshow with ILTA, which has also hit Los Angeles, Chicago, Boston, Washington, D.C., New York and Phoenix earlier this year.

 

Register for the seminars now by visiting http://www.iltanet.org/MainMenuCategory/Meetings/Seminars.aspx

About Steve Irons

Steve Irons is President of DocSolid and an entrepreneur, innovator and fascinated student of the intersection of paper and people. His 24 years of experience in solving paper management problems date back to the days of microfilm, then progress through the early document scanning systems to today’s most advanced integrated Internet capture. Previously, Steve started and ran Image Choice (now enChoice), an IBM-Filenet systems integrator. He then founded and served as CEO at ImageTag, Inc. At ImageTag, Steve created the unique KwikTag® software platform from an idea that integrated document imaging can be universal. KwikTag is now in use at hundreds of large companies. A holder of six U.S. patents, Steve’s energy has generated large VAR channels and corporate ventures with HP, 3M and Iron Mountain. At DocSolid, Steve continues to innovate with new solutions and business models to bring paper into the electronic business process.

About DocSolid

DocSolid creates, sells and supports scanning and document imaging solutions for the legal market, managed print services, and the corporate enterprise. These patented solutions are enterprise-level implementations that streamline paper-burdened business activities and integrate with line-of-business software. DocSolid integrates with leading legal industry solutions, including Autonomy iManage, Open Text, Worldox, Thomson Elite and ADERANT. DocSolid represents the industry’s most experienced team of capture experts, and serves thousands of worldwide users. Advancing simple, productive ways for clients to do more with less paper™, DocSolid connects people, process and documents. More information about DocSolid, including solution demos, is available at www.docsolid.com.

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Download the press release DocSolid_NOCAL_roadshows_-_FINAL

28 09, 2011

DocSolid Acquires KwikTag License for Worldwide Legal Market

2018-04-04T23:08:53-07:00September 28th, 2011|Press Releases|

 *** FOR IMMEDIATE RELEASE ***

 Acquisition Underscores Company’s Long-Term Investment in the Legal Market 

PHOENIX – Sep. 28, 2011 – DocSolid, a leader in document scanning solutions for the legal market, today announced it has acquired global legal market license rights for the KwikTag® enterprise scan capture solution from ImageTag, Inc.  Prior to this acquisition, DocSolid had remarketed the patented solution from ImageTag, who has more than 300,000 users primarily in the ERP marketplace.
(more…)

9 05, 2011

Accounting Today: Smarter Scanning

2019-10-21T16:55:23-07:00May 9th, 2011|White Papers and Articles|

The Accounting Today article featuring our customer Horne LLP is now available online.  It is a five-page examination of different firms and the document management solutions they are using. A section of the article featuring DocSolid is included here.

Firm: Horne / Ridgeland, Miss.
Size: Approximately 500 people
Product: KwikTag (DocSolid Inc.)
Amount spent: Software – $25,000; annual maintenance – $4,000.
Commencement date: January 2007
On record: Business analyst Carlton Beamon

Challenge: Implement a scalable scanning solution that tightly integrated with Horne’s Enterprise Document Management system while providing centralized, full-text indexing of paper from any business unit in the firm. Consistency within processes is an ongoing strategic focus at Horne, so the solution had to be flexible enough to address the changing needs of any service area within the firm.

Process: Horne discovered DocSolid KwikTag through due diligence conducted by technology consultants iEnvision Technologies. There were a few products of interest, but the firm ultimately found thatDocSolid KwikTag best fit its needs. Horne chose KwikTag’s integrated add-in to the existing document management that software users were already accustomed to, so training is extremely simple.

“What it does is allow the user to initiate scan reservation placeholders within the context of the client engagement workspace [in the document management system],” according to Beamon. Using barcode labels tracked by KwikTag, users verify their next barcode, create a scan reservation in the workspace, and place the matching barcode on the paper document. At the scanner, users select a single firm-wide KwikTag scan destination and then scan. From there, KwikTag uses the barcodes to separate the documents and then produces a full-text searchable PDF that replaces the original scan reservations in the document management system.

Results: On average, 7,000 pages are scanned per day. Once the firm’s administrative and professional staff experienced what KwikTag could do to improve their daily workflow, they were all interested in using it. Staff levels from administrative support to partners use KwikTag everyday. Most do not even realize they are using a separate system because of the tight integration with the document management system.

KwikTag allows users to process large numbers of scan reservations that they have accumulated one at a time, or in large stacks. This has minimized trips to the scanner and time spent standing in front of the scanner. Professional staff appreciate the ability to maintain focus on engagement work at their desks, while still using KwikTag reservations throughout the day. Once they can find time to scan, they know all of the documents will go where they are supposed to. Also, everyone likes the fact that the barcode is redacted from the final document.

Other features users have come to rely on are the e-mail notifications that are sent immediately after documents have been received, and daily “Scan Not Received” notifications for staff that never got around to scanning.

Next steps: The firm’s technology team recognizes the superior value that a full-text searchable document holds over that of a scanned “picture” of a paper document. Many staff do not realize this key difference. Future plans at Horne are to use the KwikTag paper gateway to ensure that 100 percent of documents introduced via central network scanners are full-text searchable.

Postmark Scan is KwikTag Legal Rebranded

3 05, 2011

DocSolid and Worldox Integrate Airmail2 Cloud-Based Enterprise Scanning Solution for Law Firms

2011-05-03T00:01:50-07:00May 3rd, 2011|Press Releases|

Solution Enables Comprehensive Scan Capture for Worldox Document Management System Users

PHOENIX – May 3, 2011 – DocSolid, makers of Airmail2 document imaging for law firms, together with World Software Corporation&#174, the company behind the award-winning Worldox&#174 Document Management System (DMS) software, today announced the integration of their products. The cloud-based solution allows law firms to file scanned documents directly into a matter workspace in their Worldox Document Management System.
(more…)

28 04, 2011

Supplies Network Named MPS Distributor for Airmail2

2021-11-01T12:08:53-07:00April 28th, 2011|Press Releases|

For Immediate Release

ST. LOUIS, Mo.- Supplies Network, the industry leader in managed print services (MPS) infrastructure, and DocSolid, a leader in enterprise document scanning solutions, have partnered for the premier release of Airmail2®, a cloud- based scan capture platform for MPS. Supplies Network will distribute Airmail2 to its dealer channel. The partnership broadens Supplies Network’s MPS services portfolio to now include the high value network service of scanning, allowing dealers to track and optimize scanning activity as part of the MPS contract.

(more…)

15 03, 2011

DocSolid® President Steve Irons Partners with Dechert CIO Michael Shannon to Present at AIIM 2011

2021-11-01T12:05:11-07:00March 15th, 2011|Press Releases|

*** FOR IMMEDIATE RELEASE ***

PHOENIX – AIIM 2001 info360 Conference – March 14, 2011 – During March 21-24 in Washington DC, thousands of technology professionals will meet to discuss new ways to capture, store, analyze, access and deliver enterprise information at the AIIM 2011 info360 Conference. On March 23, Steve Irons, president of DocSolid, and Michael Shannon, CIO of Dechert LLP, will contribute to the document scan capture discussion with a conference presentation titled, “From Scanarchy to Enterprise Scanning Best Practices.” (more…)

15 03, 2011

From Scanarchy™ to Best Practice Paper Capture

2021-11-01T12:07:43-07:00March 15th, 2011|White Papers and Articles|

By Steve Irons, President of DocSolid

Scanarchy (noun, new):  1. The unmanaged scanning of paper documents across an organization, using isolated multi-function printers (MFPs) and scanners with disparate methods, and without established controls, security, or support.  2. A paper scanning free-for-all.

As in: Scanarchy reigns at most law firms today, because paper-laden knowledge workers have access to various scan devices, but they lack a uniform best practice to make this information management process simple, productive and secure. (more…)

25 01, 2011

DocSolid Announces Airmail2 Enterprise Scanning for Law Firms

2021-11-01T12:03:20-07:00January 25th, 2011|Press Releases|

New York – LegalTech 2011 – Jan. 25, 2011 – DocSolid® today announced the release of Airmail2® Enterprise Scan Capture for Law Firms. The cloud-based solution works with all makes and models of MFPs, digital copiers and scanners, with one-button simplicity. It enables easy and secure scanning to create and deliver OCR’d PDF files to a user’s inbox or a network folder or to capture images for document management systems like Autonomy® iManage® and Worldox®. (more…)

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