Scanning in Next Generation Cloud-Based Business Applications

Today, scanning is often done in the context of a purpose-built scanning application  outside the context of a business application. This purpose-built scanning application is either rich client application that gets installed on user’s desktop, or a Web-based scanning application that users access through a browser.

How sophisticated the scanning application is will depend. Sometimes it is simply a desktop application that does not communicate with a centralized server, but with more sophisticated capture solutions the architecture includes either the thick or Web-based scanning client communicating to a centralized server. The server has several purposes including controlling the instructional information for processing a scanned batch and connecting that information with backend content repositories and business systems.

Regardless of the technical approach (thick or thin client), the scanning application serves a common function for creating a batch or performing ad hoc scanning (scanning a few pages). This type of scanning applications still serve a need in capturing documents given the nature in which documents commonly enter an organization and are processed.

Some documents are mailed into a centralized facility and others are put into a batch and captured remotely by a skilled worker/business analyst. In a centralized environment, a thick client scanning app is fine, but in a distributed environment organizations often opt for Web-based client. In both cases, the common goal is to digitize the paper, associated index data with the documents, and release the batch for final processing so that the information can be stored in a content repository and in some cases initiate a back office workflow process.

Scanning within next generation cloud-based business applications

So now lets imagine I’m an employee working out of a regional/branch office. During a typical day I frequently work inside one of our companies  cloud-based business applications. Now lets mix in a little paper into this scenario that has been provided to me via an interaction with a customer or partner, mail that was delivered to my office, or another employee who has hand delivered a document to my desk.

Upon receipt of a paper document, I need to get it scanned and associated with a case or record that lives inside this business application.  Rather than launching a separate scan application, what I want to do is perform the scan action within this web-based cloud application service and associate the document with a case or customer record that I’m currently working on.

The reality is this completely possible today, but you need to be using the right set of tools that provide a flexible development environment supporting the latest Web technolology (e.g. HTML 5), work with all standard browsers, and require no plug-ins (e.g. ActiveX)

Approaches like the EMC Captiva Cloud Toolkit offer software developers a quick and easy way to incorporate scanning into their cloud-based application services.

Examples of web-based scanning offerings

At EMC World, I demonstrated a couple Web-based capture solutions that have been built using the new Captiva Cloud Toolkit (see my post on May 23rd – Front Office Capture Highlights at Momentum Conference). These solutions were built by Business Imaging Systems and ImageAccess, and provide scanning, indexing, lookups, and field-level validation all within a standard browser.

Another partner which I have not written about is Accusoft. Accusoft Cloud Scan is a demonstration of the ImageGear for .NET v20 cloud capture capabilities, built on EMC Captiva Cloud  Toolkit. With this demo application the user can scan a document directly to their Google Docs or Dropbox account.  There are a few other cloud-based applications like SalesForce, that they plan to connect the scanning application too as well.

Accusoft Cloud Scan is available as a demonstration online, so if you have a scanner connected to your laptop or desktop give the application a try. All you need to install is the Captiva Cloud Toolkit runtime components. Starting this year, several scanner manufacturers will begin shipping the runtime components with the ISIS device driver that come with many scanners.

The future of scanning in any cloud-based application is not far off. Someday scanning could be as common and simple as printing.

Latest AIIM Industry Watch Report Highlights Several Key Process Trends

EMC recently participated in sponsoring an AIIM survey report titled “Process Evolution: moving your business from paper to PCs to tablets”.   In the report, it surveyed individual members of the AIIM Commnunity, focusing the questions around where companies are in terms of moving processes to a paper-free environment. There are several technology factors that are exploding right now – social, mobile, governance. and the cloud that are certainly impacting how businesses look at the future of automation in their organization.

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Scan Enable Your Web-Based Business Application

I finished up a Webcast recently (March 6th) titled “Build Scanning into Web-based Business Application“, and we had a tremendous turnout for this Webcast and over 30 questions were asked.

So you are probably thinking, scanning is not new so why would this Webcast draw such a large crowd? Isn’t document scanning something we already perfected and isn’t it becoming used less often? The fact is paper is still an inherent part of how we do business today. It’s generated in all different ways and places, and is captured in many ways – fax, email, scanners, MFDs, and mobile devices (camera).  Still, the one primary  input source for how paper is transformed into digital content is still by way of using a scanner. Continue reading

Top 5 Most Popular Blog Postings in 2011

With 2011 coming to an end, I thought I’d go back and do a quick review of the top 5 most popular blog postings from 2011.

#1 EMC Documentum Mobile Brings Enterprise Content to the Apple iPad

It is not surprising this was the #1 read blog posting in 2011. I just made the switch from a Blackberry to an iPhone two weeks ago, and I can see why people love all the apps. There is an app for just about everything, and being able to access and act on your enterprise business content is no exception. My old Blackberry was great for email, calendaring, and browsing the Web, but the apps is where businesses are going to benefit.

In August 2011,  EMC released Documenutm Mobile for the Apple iPad extending the power of enterprise content management to the Apple iPad enabling users to act on information faster than ever. EMC Documentum Mobile is now available in the Apple App Store, and users of Documentum can take advantage of it today.

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EMC Announces New Imaging Cloud Toolkit for Developers

EMC is pleased to announce the release of the Captiva Cloud Toolkit, a cloud scanning and imaging software developer kit (SDK) that enables developers to build scanning into the next generation of cloud-based business application. You can download the new toolkit today for free and begin developing your scanning application.

Captiva Cloud Toolkit is the future of scan-enabling web-based business applications and is the imaging developer toolkit to support scanning within Web-based cloud applications without requiring an ActiveX or Java plug-in.

Captiva Cloud Toolkit is ideal for document capture vendors, commercial software developers, and enterprises that want to scan-enable their web-based applications to complement their business solution offerings.

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Important Considerations for the Next Generation of Apps

It is an exciting time to being working in technology and I thought I’d offer up some personal ideas on what vendors should be considering in the next generation of apps, and how customers and partners are playing a key role. 

These five points certainly should not be looked at as the authoritative answer to all your technology questions, rather I hope it leads to further discussions that will help guide strategies among all interested parties – vendors, partners, and customers.

1. Built for the cloud

This should not come as a surprise. Software apps need to run in the cloud. No longer should we be building software products that can only be used when users download and install the application onto servers and desktop PCs. There is already as proliferation of cloud services for everything like sharing files, collaboration, scheduling events, creating to do list, email, customer  communications, document creation, and so on. Many of these apps are targeted at small businesses and consumers, but enterprise apps need to be built for the cloud as well.

Deploying and managing enterprise software can be a daunting task, but Software-as-a-Service (SaaS) vendors like are changing the game. Plus new cloud deployment models like EMC OnDemand give enterprise businesses other options when deploying enterprise solutions like enterprise content management (ECM), enterprise capture, and customer communication solutions. 

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Don’t Miss the Upcoming EMC Webcast: “Capture in the Cloud”

EMC has an upcoming event that you won’t want to miss – “Capture in the Cloud”.  Click here to register on 

What you can you expect to learn

We’ll discuss the emergence of cloud-based applications, their benefits, and how you can take advantage of this new type of technology. You will also get a first look at the new EMC Captiva OnDemand (see my recent posting: EMC OnDemand Brings Captiva, Documentum, and Document Sciences to the Cloud). We’ll discuss how the new EMC OnDemand deployment model puts the full Captiva intelligent enterprise capture capabilities in the cloud, dramatically reducing up front and ongoing costs.

I’m sure many are being asked by their IT management to investigate ways to move applications into the cloud – public, private, or a hybrid cloud approach. If so, this Webcast will give you insight into: 

  • Why cloud-based applications are growing so rapidly
  • How you can benefit from Captiva OnDemand – whether you’re an existing Captiva customer or not
  • How to simplify and speed deployment with EMC experts who can get you up and running immediately

We look forward to seeing you at this online event!


EMC OnDemand Brings Captiva, Documentum, and Document Sciences to the Cloud

 EMC announced today, that EMC OnDemand is now available for EMC Captiva, EMC Documentum, and EMC Document Sciences. The new EMC OnDemand offering is a hybrid cloud deployment model for enterprise-class applications, designed to help customers accelerate journey to the cloud.

The new deployment model will enable customers to stay current on the latest software releases, simplify management of highly complex applications, and lower IT maintenance spend. You can visit the EMC OnDemand page on for more information.

What is EMC OnDemand?

EMC OnDemand brings enterprise-class applications to the cloud, leveraging best-in-class technologies from VMware, RSA and EMC, and the infrastructure can contain one or many EMC products and partner products.

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Leveraging Capture Shared Services throughout the Organization

Repost: I wrote this blog post for the AIIM Capture Community. You can view it there as well.

I just got back from visiting with a couple large EMC customers, and one topic we discussed was the concept of building a shared services model to support their use of document capture.  Each customer was at a different stage – one had several capture projects in production that involved capturing highly regulated business documents along with non-sensitive documents, whereas the other client was just rolling out their first few document capture projects.  In both cases, a common goal is to leverage their capture investment across many parts of the business, ultimately creating a shared services model for capture.

For some organizations, to get to a shared services model will require standardizing on one enterprise capture platform and moving away from managing several capture products across the organization. The goal being to eliminate the maintenance and support requirements and costs, that go along with having multiple products which frequently provide overlapping technology.

The back office mailroom represents one of the key areas where capture is used today, and from a logistical shared services model, provides a facility where centralized capture can be deployed and expanded as new business units and processes are brought online. On the other hand, pushing capture to the front-office is what many businesses are trying to do with their most critical business processes, but this can introduce other complexities and decisions that need to be made when building out a shared services model that supports distributed capture.

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EMC Partner Launches New Mobile Apps for EMC ApplicationXtender

EMC World 2011 may have come to an end yesterday, but there was so much news going on that I did not have time write about all of it before the show ended.  One of the cool announcements came from an EMC partner, Business Imaging Systems (BIS), who announced three new mobile apps that connect into EMC ApplicationXtender. BIS is calling it MAX and it is described as “content management unplugged”. The new offerings will connect users from Apple iPhone and Android devices, tablets, and network KIOSK devices, with the content management environment of ApplicationXtender. You can read more about MAX here.

At EMC World, I had the opportunity to get a quick demo of the various products they are launching.

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