Kartic's Musings on Corporate Information and Knowledge Management

September 20, 2007

Scanned documents and SharePoint Library

Filed under: SharePoint — kartickapur @ 12:36 pm

Recently I came across a requirement to use a SharePoint repository for a solution to store scanned copies of documents. Below are the requirements:

1. Scanned copies of all the documents are to be stored in a (SharePoint) repository tagged with appropriate metadata.
2. These Scanned copies should be searchable by metadata
3. Automatic tagging of metadata from the scanner (choice provided in the scanner).
4. The scanned copies are currently viewed via a tiff viewer. Requirement is that one page is rendered at a time to allow a fast response time. (pdf format is not used currently because it is too slow to render)

While researching I came across a lot of solutions available online:
One of them was a free solution from Knowledge lake
http://www.knowledgelake.com/pressreleases/caplinger_05_02.asp

http://www.knowledgelake.com/connect/

iTag offers a cool solution which allows the metadata field to be tagged directly from the scanner. It also allows a document to be scanned directly to a SharePoint library:
http://usa.kyoceramita.com/KMAGlobalpub/jsp/Kyocera/presscenter_details.jsp?msid=16608

Xerox offers solution to link to SharePoint and other ECM solutions:
http://www.office.xerox.com/software-solutions/xerox-scan-to-pc-desktop/enus.html

Theres also this plugin from Websio (which works with most of the scanner)
http://www.websio.com/product.aspx?ID=5

And another plugin from DarkBlue duck… http://www.darkblueduck.com/Products/ScanningEnablerWSS.aspx

http://www.darkblueduck.com/pdf/Scanning%20Enabler%20Step%20By%20Step%20Guide.pdf

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7 Comments »

  1. Kartic:

    Thank you for trying KnowledgeLake Connect. I guess it isn’t obvious to most people who use SharePoint that it can be a very effective document imaging platform when enhanced with our tools (or others) as you mention above. We (KnowledgeLake) have many, many customers with millions of scanned documents (and other content as well) in very stable SharePoint systems. Easy to implement, less expensive, and Microsoft… why would anyone use anything else?

    Best regards!
    Ron Cameron
    President
    KnowledgeLake, Inc.
    http://www.knowledgelake.com

    Comment by Ron Cameron — September 20, 2007 @ 2:36 pm

  2. Hi Kartic,

    Good to see you blogging again. Thanks for the links, they will save my time when I need them in future.

    Jag

    Comment by Jag — September 20, 2007 @ 11:48 pm

  3. Kartic-

    Great post above regarding the increasing demand for document tagging (indexing) straight from the MFD or scanner. At NuParadigm, we’re seeing increased demand for this functionality also and appreciate your highlighting it.

    DataFlow, our Doc Imaging, process management, and content management solution also allows clients to tag (index) docs straight from the scanner and drop straight into SharePoint. We also allow users to share information between applications with our unique integration capabilities. Our unique point of difference is our robust process management component that allows clients to automate document routing for verification, approval, or authorization at as many points as are necessary between the scanner and the document repository. This allows users to automate and replicate current processes or improve them for even greater efficiency. Plus, our powerful GUI allows clients to configure their processes on site more dynamically and easily than with other products. It is the process management and ease of configurability components that truly save the big $$$ after deployment. Plus, with our new SharePoint functionality, we’re even more compatible than ever. People can check out our solution at http://www.nuparadigm.com/products/dataflow.

    Thanks again for highlighting great solutions for the business environment.

    Comment by Ken McDonald — September 24, 2007 @ 2:10 pm

  4. I like the scanning and sharepoint features in OmniPage 16 Pro. We combine it with the OCR capabilities and the XPS document format with the XPS iFilter support that can be added to SharePoint in order to get documents that can be searched not only for tagged properties but also freetext search on the contents.

    Comment by Walter — September 28, 2007 @ 2:32 pm

  5. Hi Kartic,

    I will be required to design a solution for a similar problem. So this psot is a good beginning for me. The links are very useful.

    if possible, please give me some pointers on approaching a solution for a related problem.

    Problem: I have to enable search on text in the scanned document uplaoded in Doc Lib. Since the scanned document exists as a image, the text in scanned document will not be indexed.
    I though about including all the content of the scanned document as a metadata column along with the scanned doc. But since the doc may range from 1- 10 pages, it may not be feasible to include text as a metadata column.
    Another approach may be to use the document content stored in an external system (almost 90% of the doc content is stored and is been used for another module) to run a SharePoint Search rather than attempting search on the scanned document itself

    Comment by Ramesh — November 30, 2008 @ 5:07 pm

  6. You should check out http://www.ajaxdocumentviewer.com for a default tightly integrated sharepoint viewer. View any kind of documents, images right in sharepoint and also control what others watch and how.

    Site is http://www.adeptol.com or http://www.ajaxdocumentviewer.com

    Comment by John — May 3, 2009 @ 9:02 pm

  7. Wow, I didn’t know about that up to the present. Thanks!

    Comment by tapOutsoutNit — November 24, 2009 @ 11:53 pm


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