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Web based scanning with WebSearch Document Management software – Test case with a Ricoh MFP connected to a network.

September 22, 2011davidTechnology Update2

I was pleasantly surprised, this week, when I tested the WebSearch built in web based scanning and indexing feature with a Ricoh copier running on the network.  The Ricoh copier (MFP) scanned directly into WebSearch, through the network, as you would expect from a dedicated scanner connected to a desktop with a USB cable.  All that was required of the user was a one-time installation of the MFP TWAIN driver into their desktop PC workstation.  The driver is supplied by Ricoh and available for download from the Ricoh support driver site.  WebSearch is acquired through the browser so there was nothing from DocuLex to install.

The steps to scan and index a document with WebSearch and the Ricoh MFP network connection:
From the WebSearch document management software, select the SCAN icon on the TOOLS menu ribbon.  All of the scanning and image correction icons will appear along with the image preview screen and fields for adding meta data values.  Select the Scan document icon.  A Ricoh message will appear on the preview screen indicating that you should add paper to the Ricoh MFP and then select the green start button located on the MFP panel (same as the copy button).  I walked over to the MFP and scanned a very large document.  I was able to continue adding more paper to the ADF without interruption or any additional interaction with WebSearch.  Once scanning was completed, a Ricoh message appeared on the preview screen asking if the user was finished scanning.  Once I selected OK, the entire scanning process was complete.  In addition, the scanned images were displayed for me to inspect or correct prior to archiving with WebSearch.  The WebSearch web based scanning experience along with the Ricoh MFP was uncomplicated and very simple for any beginner to use.  The only thing left for me to do was to add searchable meta data to the indexing form and select the save icon.

When any authorized knowledge worker wants to retrieve that document, all they would need to do is enter one or many matching meta data values or full text content contained somewhere in the body of the document and WebSearch will display the matching document in seconds.

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