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Large enterprise customers rarely purchase IT hardware individually; it is usually required as just one part of a whole solution that needs to integrate seamlessly into their business processes and procedures. Unfortunately more often than not the hardware doesn't do quite what it was needed to and then the processes need to change to accommodate the new hardware that was purchased. Xerox Scanners are trying to eliminate that frustration with the introduction of their new Intelligent Capture Services.

This is a completely new service offering, headed up by myself: I was recruited by Xerox Scanners specifically to help existing and potential customers get the best out of their scanners. We already have many of the software solutions together with intelligent and adaptable hardware available as standard. We know that making sure your solution works in the way that works for you is of paramount importance and therefore we are available to develop our products to ensure they fit your business and not the other way round.

DT: Can you give any examples of how this service is working for your customers?
JK: As one example, I have been working with a foreign insurance company which was looking to scan, automatically index, archive and merge documents with their existing document management system. These documents vary from invoices, for example, to customer complaints, insurance policies (partially filled in by hand), passports and signed contracts.

As they have branch offices throughout the country, they used to put all these documents in an envelope and send them to the Head Office. Sometimes documents would not arrive on time, or not go to the right department or they'd simply get lost without any track & trace capability. This is not only costly but also time consuming, let alone the 'collateral damage' it cost to customer and the insurance company.

What they wanted to do now is to scan these documents, structure them and make sure they were filed and accessible by every branch and correct department as well as for their customers online. Since most of these documents are partially handwritten, we have used one of our Intelligent Capture Services (our powerful OCR software). This made the physical delivery of any important document a thing of the past; instead documents are accessible online. As a result: this cut costs, saved time and significantly reduced the numbers of document lost (closing the gap on security breaches as well).

DT: The thinking behind the concept is certainly logical - are you able to expand on the specifics of the offering itself?
JK: The software solutions we have available as standard include Production Scanning. This powerful data capture tool captures information from paper-based documents and transforms it into usable, searchable and fully indexed data. Users can set up templates for forms which can be processed at the same speed they take to scan. For example a logistics company could still be working with delivery slips, and with, say, 30 drivers out there handling 50 deliveries a day, the amount of paperwork soon builds up. Any reduction in the time and effort made to process all those forms will mean lower workloads, and - in the long run - lower operating costs. Their paper-based forms become useful business information within minutes of the driver returning to base.

Often capture solutions come with artificial limitations or unnecessary cost implications. Some make you pay as you go to keep scanning pages, while others have a sliding payment structure that changes with the speed you scan: Solutions offered by Xerox Scanners offer unlimited scanning capabilities without these limitations, and support every Xerox scanner, without making speed an issue.

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