Imaging Options for Hardware and Software

This page discusses scanning options for financial areas that will need to scan and archive financial documents using the imaging system. It covers options for the hardware and software required and the costs involved. For information on which documents can be scanned, please contact the University Financial Helpline.

For departmental scanning equipment for financial documents that do not need to be archived, such as Contracts for Professional Services or attachments for requisitions, see the Purchasing Services Web site for more information.

Imaging Locations

Imaging for financial documents will be done at different locations depending on the document type. These locations can be grouped into four different categories:

  1. The Controller's Office defines document imaging policies related to Finance 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 image capture scanning software.

  2. Clusters are responsible for performing certain financial tasks, including imaging of documents entered by the clusters. Each cluster will be responsible for providing scanning hardware, software, and staff to accommodate imaging services.

  3. 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.

What's Needed for Imaging

This short checklist shows what you will need to use the imaging system:

  • Document scanner.
  • Service and maintenance contract for the scanner (optional but recommended).
  • Windows workstations for users who will be scanning and indexing documents. These functions require use of the Windows-only desktop client for the imaging system. All other users can use a web client, which can be used with either Windows or Apple computers.
  • 19- or 21-inch monitor for best viewing. Dual monitors can be helpful for working with the imaging system and PeopleSoft at the same time.
  • Imaging system capture license and software (Pixel ISIS or Kofax VRS).

These are discussed in more detail below.

Access

  • Every financial user will get view access to Voucher, Journal, Stop or Void Payment forms and Departmental Deposit supporting documents in the imaging system.
  • Vendor Payment & Journal Preparers and Approvers will automatically be granted access.
  • Other financial roles that have been defined needing view access to voucher/journal supporting documents will also be granted access.
  • The only role that is not automatically granted access is non-financial staff (like student workers who may be scanning documents in the clusters).

Fill out an access request form if you need access to the imaging system and do not yet have it.

Training

Classroom Training

The University Technology and Training Center (UTTC) has a 3-hour hands-on introduction. Though this class is not EFS specific, it does cover most of the basic tasks and features that people need to know. Topics covered in the course include:

  • indexing scanned documents
  • retrieving indexed documents
  • searching for documents using simple and advanced queries
  • viewing documents with PowerView
  • adding annotations to documents
  • routing and processing documents in workflow
  • performing standard tasks in WebNow, the web interface

Upcoming classes.

Online Tutorial

An online tutorial is available. This tutorial covers the same material as the basic classroom course, without the hands-on learning. You can view the content whenever it is convenient. Many of the topics are broken out into subtopics as well, so you can view just those topics you need to learn about, in any order. You can view the tutorial at http://uttc.umn.edu/training/tutorials/imagenow/.

User Guides

Quick Start Guides are available in downloadable PDF format:

Scanner Training

Training for staff who will be scanning documents is more specialized and will be done at your site by one of the imaging specialists.

Patch Code Sheet

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.

Desktop Client or Web Client?

If your financial role involves imaging, you will be able to access the imaging system in one of two ways. The first way is to use the desktop client. This is application software that must be downloaded and installed on your workstation. The second way is to use a web browser to access the imaging system. Which way you choose will depend on your imaging function. The majority of people only need a web browser.

Scanning and Linking Documents - Use the Desktop Client

Those using a workstation with an attached scanner will need to use the desktop 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. NOTE: the desktop client only runs on Windows. In general, staff with these functions must use the client:

  • Scanning personnel
  • Voucher Preparers
  • Journal Preparers

Other Document Processing - Use the Web Client

Those people who do not scan or link documents should use the browser-based web client. It allows you do do all the functions you will need for searching, viewing, and processing documents through workflow.

Installing the Desktop Client

Viewing Workstations

Please contact the EFS imaging staff at EAD-Imaging@lists.umn.edu for instructions on how to download and install the client.

Scanning Workstations

The EFS Imaging team will set up your scanners and install the image capture software and the desktop client on the workstation.

Using the Web Client

To access the web client, point your browser to https://imagenow.umn.edu/webnow/.

Workstation Hardware Requirements

Each cluster will need at least one scanning workstation (Windows-based) and an attached scanner. The scanning workstation must have a version of image capture scanning software installed that works with our imaging system. People who will be working with imaged documents but who do not need to scan or link should use the web interface. NOTE: the desktop client runs only on Windows.

Scanning Workstations

A scanning workstation is a Windows workstation connected to a document scanner. The workstation must have the desktop client and the image capture scanning software installed. (Apple scanning workstations are not supported.)

Viewing Workstations

An desktop 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. People who will be indexing documents will need to have the desktop client installed on their workstation. Others can use the browser-based client, which doesn't require additional software. Since the University has a site license, there is no charge for using the desktop client, and a department can have as many users as it needs.

Web Workstations

The browser-based option can be used for searching, retrieving, viewing, and processing already-imaged documents. Because the system is accessed using a web browser, the only software requirements are a web browser. Since these are already installed on most workstations, the web client is a good option for those who only need to work with documents already in the system. It is the ONLY option for those who use Apple computers.

Monitor Size: A Note on Resolution

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, people may have to zoom in or scroll to comfortably read an imaged page. Clusters may want to consider upgrading monitors for the imaging workstations.

Recommended Scanner Configurations

The four recommended scanners discussed below are certified by the vendor to work with the image capture software (as of 2014). The Fujitsu fi-5120C and Canon DR-3080CII are already in use by a number of people 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 are certified for use. 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 use our scanner selection guide information after you review the information below. Since the version of the image capture 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.

Existing Scanners

Please read the section on Multifunction Devices and Consumer Scanners below. If a cluster already has a scanner, the OIT imaging team can determine whether it will be suitable for use, and if so, which version of the software is appropriate.

Choosing a Scanner

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.

Other Considerations

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 quality assurance, 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.

Low- to Moderate-Volume Scanners

200 to 240 transactions a day. Costs as of 2009.

  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 pre-2009 (6) $1,126.10 $1,333.10
Notes
  1. Most documents can be scanned at 200-240 dpi with good results.
  2. The daily duty cycle is the maximum number of pages the scanner can process if running continuously. This does not take into account time for document prep, quality assurance, or indexing. Regularly exceeding the duty cycle limit can lead to scanner malfunctions and breakdowns over time.
  3. Another version of CaptureNow, which includes Kofax VRS, offers greater features and options during the scanning process. The cost is about $2,505.00 (note: cost is pre-2009).
  4. Scanner cost is based on a low-cost U-wide contract vendor. Prices will fluctuate.
  5. Software cost includes first year of support and maintenance. After the first year, support and maintenance is paid by OIT.
  6. Total cost does not reflect the cost of a support and maintenance agreement for the scanner.

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.

High-Volume Scanner Options

280 to 320 (or more) per day. Costs valid as of 2009.

  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 pre-2009 (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 pre-2009 (6) $3,943.41 $4,249.96
Notes
  • Most documents can be scanned at 200-240 dpi with good results.
  • The daily duty cycle is the maximum number of pages the scanner can process if running continuously. This does not take into account time for document prep, quality assurance, or indexing. Regularly exceeding the duty cycle limit can lead to scanner malfunctions and breakdowns over time.
  • Another version of CaptureNow, which includes Kofax VRS, offers greater features and options during the scanning process. The cost is about $2,505.00 (costs pre-2009).
  • Scanner cost is from a low-cost U-wide contract vendor. Prices will fluctuate.
  • Software cost includes first year of support and maintenance (SMA). After the first year, the software support and maintenance fees are paid by OIT.
  • Total cost does not reflect the cost of a service and maintenance plan for the scanner.

Flatbed Scanners

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. Note: costs pre-2009.

Consumer-Level Scanners vs. Business-Level Scanners for Imaging

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.

The imaging system does not support direct scanning for this type of scanner. The OIT 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 OIT 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, please contact EAD-Imaging@lists.umn.edu.

Using Existing Scanners

Some clusters may already have a scanner. In these cases, the OIT imaging team can determine whether the scanner will be suitable for use with the system, and if so, which version of the image capture software is appropriate.

Selecting a Scanner

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, please contact EAD-Imaging@lists.umn.edu.

Scanning Software Requirements

Capture software

A separate image capture license is required for each scanning workstation. In addition to a one-time license cost, the vendor charges an annual fee for their software maintenance agreement. Each cluster will be responsible for purchasing the 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 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. Costs as of 2009.

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 ISIS and CaptureNow VRS

CaptureNow with ISIS provides basic scanning functionality, including:

  • Single and batch mode scanning
  • Importing from file
  • Bar code recognition

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:

  • Advanced clarity makes even “unreadable” images legible.
  • Automatic image orientation adjusts skewed images, and can even rotate upside-down ones, so all captured images are oriented in the same direction.
  • Correctly identifies and retains color when it is integral to a document (e.g., logo, photo, stamp) and eliminates it when it is not (e.g., colored paper stock).

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 to scan.

Selecting the Right Software

To help you choose the right version of the image capture software, read this entire page. Since your choice of software is dependent on the scanner, you may want to user the portions of this document pertaining to the scanner selection guide first.

Service Contracts

OIT does not offer hardware support for the maintenance or repair of scanners. The OIT 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. Costs as of 2009.

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.

Costs Paid by the University

The following are Enterprise-funded costs covered by the University:

  • Imaging system software and desktop client licenses (site license)
  • Server hardware & server software maintenance and upgrades
  • Document image storage, backup, and disaster recovery
  • Implementation and support services

Costs Paid by Each Scanning Location

  • Cost of scanner
  • Scanner maintenance (including consumables) and repair

The Role of OIT Imaging Support

The OIT Imaging group is part the Office of Information Technology (OIT). Their role is to implement and support the imaging system as a University-wide document imaging solution. They help clusters choose the right scanner and software for their needs and in the installation and setup of the scanners. They will also provide technical support for image scanners.