This action might not be possible to undo. Are you sure you want to continue?
Capabilities Assessment of KYOcapture
In most organizations, paper is everywhere, and administrative office processes based on paper are extremely inefficient and error prone. It is extremely inefficient and costly to manually route or ship paper documents, and manual filing processes can result in lost or misfiled documents as well as wasted office space. In addition, using paper makes it difficult for organizations to ensure proper control over their documents, which has become more important due to new regulations and records management concerns. And while most organizations have an abundance of office equipment that can be used to copy, print, or capture documents, such devices typically do little to alleviate the types of problems described above. Kyocera Mita America recently introduced a new solution, KYOcapture, that is specifically designed to address such problems. The software solution is based on technology from NSi and works with KM-3035, KM-4035, KM-5035, KM-6030 and KM-8030 multi-function devices. The solution makes it simple for users to capture documents and automatically route them to the appropriate destination – which may be a document management system, an e-mail address, or a directory on a file server. Kyocera Mita America commissioned Doculabs, an independent consulting and research firm, to review the KYOcapture solution. Overall, Doculabs finds KYOcapture provides a straightforward way for workgroups to capture and digitize their documents, quickly bringing them under organizational control while also accelerating their business processes. The solution is intuitive for users, taking advantage of user familiarity with printers and copiers to ensure broader acceptance and adoption.
©2005 Doculabs, 120 South LaSalle Street, Suite 2300, Chicago, IL 60603, (312) 433-7793,
firstname.lastname@example.org. Reproduction in whole or in part without written permission is prohibited. Doculabs is a registered trademark. All other vendor and product names are assumed to be trade and service marks of their respective companies.
. Example Scenario Provides an example of how KYOcapture can be used to streamline administrative applications while also facilitating good document management practices. Review of Kyocera Mita America’s KYOcapture Provides Doculabs’ review of KYOcapture’s capabilities.2 Doculabs Market Focus Report What’s Inside At a Glance Provides a snapshot of background information on Kyocera Mita America. Challenges of Administrative Document Applications Highlights the challenges that most workgroups face in managing documents in their administrative applications. Final Word Provides Doculabs’ overall opinion of KYOcapture. and Kyocera Mita America’s approach to addressing them. Business Benefits Highlights a number of key business benefits that KYOcapture can deliver to organizations and their workgroups.
. and software solutions. the world’s leading developer and manufacturer of advanced ceramics and associated products. an e-mail address.Capabilities Assessment of KYOcapture 3 Kyocera Mita America at a Glance Kyocera Mita America. The solution makes it simple for users to capture documents and automatically route them to the appropriate destination – which may be a document management system. scanners. New Jersey www. KM-6030 and KM-8030 multifunction devices. and facilitates organizational control and security over its documents. Texas. copiers. Kyocera Mita America products are available from a network of over 400 dealers. New Jersey.000 employees worldwide (Kyocera Corporation) Office Locations: Kyocera Mita America is headquartered in Fairfield. South Carolina.kyoceramita. Inc. Kyocera Mita America provides KYOcapture. This approach greatly reduces paper handling. KM-4035. or a directory on a file server. fax machines. a software solution based on technology from NSi and designed to work with KM3035. multi-function printers (MFPs). Overview: Table 1: Kyocera Mita America at a Glance Kyocera Mita America is part of Kyocera Corporation. streamlines processes. KM-5035.com Founded: Kyocera Mita America is part of Kyocera Corporation. with manufacturing facility in Greenville. Fairfield. Kyocera Mita America produces computer-connected peripherals including printers. For distributed capture in office environments. and a training and parts distribution center in Dallas. founded in 1959 2003 Revenues Employees: $11 billion for Kyocera Corporation (fiscal year 2004) Approximately 50.
This is especially true of administrative applications. or repositories – and that fits well into existing office environments in order to minimize IT impact and deliver a low cost of ownership. While many organizations have implemented centralized capture operations for line-of-business applications such as claims processing. using a touch screen interface to make the process nearly as simple as making a copy. . the Windows-based software works well in most IT environments and leverages existing technology investments (including directory services. delivering a low cost of ownership. Finally. which is designed to work with the company’s KM-3035. legal. In addition. leveraging users’ comfort level with copiers to ensure high adoption. and content management systems). which helps facilitate sound records management practices and regulatory compliance. saving space while reducing filing time. such as those that involve accounting.4 Doculabs Market Focus Report Challenges of Administrative Document Applications In most office environments. digitizing documents can ensure that documents get under organizational control as quickly as possible. Such applications involve heavy volumes of forms and supporting documentation that must be routed manually. The solution provides an intuitive device-based approach to distributed capture. Document imaging can also help address other business risks associated with handling paper. For example. The software is also designed to be straightforward to configure. KM-5035. Kyocera Mita America’s Approach Kyocera Mita America’s approach to addressing these challenges is KYOcapture. KYOcapture is designed to be simple for users to learn. few have extended document capture to the workgroup level – which is often the major point of receipt of origination of administrative documents. making it much easier for users to find and retrieve the documents they need to do their jobs. and reduce the mail. Document imaging also reduces paper storage requirements. e-mail systems. Historically. this allows organizations to secure their documents. What’s required is an intuitive solution that enables to accurately capture and route documents to specific users. providing graphical tools for setting up capture applications and defining menu options for MFPs within the KYOcapture environment. or human resources operations. Digital images can be stored in a searchable repository. shipping and courier costs involved in transporting documents between offices. paper handling is still a major part of day-today business processes. minimize the risk of lost documents. resulting in time-consuming and error-prone processes. Imaging and digital routing can streamline processes. KM4035. capture solutions have been too complex or expensive to be justifiable at the workgroup level. Document imaging can help address many of the major inefficiencies and costs associated with paper-based processes. processes. KM-6030 and KM-8030 multi-function devices.
Microsoft SharePoint Portal Server. Lotus Domino. is currently available for KM-3035. Users can log in (authenticating to the network directory service) and access the system’s functionality directly from the touch screen interface on the KM-5035. Documentum ApplicationXtender.Capabilities Assessment of KYOcapture 5 Review of KYOcapture This section provides Doculabs’ review of KYOcapture and its components. developed by Notable Solutions.Doc. and OpenText LiveLink. In addition. Document Management Job Queue Repeat Copy Job Build Figure 1: Kyocera’s intuitive “common platform touch screen interface” is used across all Kyocera workgroup devices . fax numbers. and to route the images and data to nearly any third-party document management or groupware repository. Interwoven WorkSpace (iManage). KM4035. documents can be scanned and sent to e-mail addresses. A key benefit of KYOcapture’s approach is its usability. or shared directories on file servers. KM5035. the system can extract metadata in a standard format that can be imported into relational databases including Oracle and Microsoft SQL Server. KM-4035. Inc. For example. KYOcapture also allows documents to be sent directly into document or content management systems. including Documentum D5. (NSi). KM-6030 and KM-8030 multi-function devices. The software. KYOcapture is certified with a large number of leading content management systems. KYOcapture converts documents to standard image types such as TIF and PDF. Hummingbird. and provides with a wide variety of document routing options. and KM-3035 multi-function devices – the same interface used across all Kyocera devices. Capabilities KYOcapture is a server-based software package that provides a common framework or middleware layer to capture documents using Kyocera MFPs. which makes the combined solution ideal for workgroup environments.
lines. and then select from a list of cases that apply to that lawyer in order to associate the new document with a specific case. KYOcapture also includes image processing and enhancement features that can be configured into a document process or capture application.6 Doculabs Market Focus Report KYOcapture’s approach makes scanning and distributing documents nearly as easy as operating a copier. Linear and 2D barcode recognition is also provided. and can also improve the accuracy of automated recognition processes. While KYOcapture allows users to enter basic profile or index information at the touch screen. In this case. the software includes proven components from ABBYY and ScanSoft to deliver forms recognition and optical character recognition (OCR) capabilities. For example. and removal of dots. For example. The touch screen panel makes it easy for users to select the right location and to enter basic index information about a document – ensuring that it is categorized or routed accurately the first time. if a user in a law office wishes to scan and profile a document related to a particular case assigned to a particular lawyer. Such image enhancement features can make the digital images more readable when accessed online as part of downstream business processes. and empty pages. it also provides a number of automated recognition options. To specify recipients or destination points for a scanned document. A unique feature of KYOcapture is its “bi-directional” ability to interact with underlying databases or content management systems to make the indexing or profiling process easier for users. rather than manually entering data. text smoothing. borders. despeckle. including deskew. users simply navigate way through a series of menus. the bi-directional integration allows the device to present a series of menus that allow the document to be profiled by selecting from lists. . This approach improved profiling accuracy. the user could select from a list of lawyers. Metadata extracted through such approaches can be mapped directly into content management system profiles.
and it includes a palette of reusable icons that represent various steps or processes that can be included in an application. administrators can map these menus to specific database or content management systems.) . sent to a quality assurance workstation for validation. routed to image processing stations for cleanup. and route documents using the touch screen interface at the MFP. For example.) KYOcapture also enables administrators to define document types and valid profile values or index fields. exposing fields and valid values as menu options or lists for “bi-directional” operation. and released to a document management system. which simplifies the process for users to accurately profile and route documents using the touch screen interface (source: Kyocera Mita America Inc.Capabilities Assessment of KYOcapture 7 Configuration and Administration The main tool for designing KYOcapture applications is the KYOcapture Process Designer. This process generates menu options that are loaded onto the specified MFPs. Figure 2: The KYOcapture Process Designer provides a graphical interface for configuring capture applications (source: Kyocera Mita America Inc. scan. an administrator can configure a process in which a document is scanned. sent through an OCR process for text recognition and data extraction. Figure 3: KYOcapture allows administrators to configure menu options for the MFPs. providing users with access to the menu options they need to accurately profile. Via scripting. This tool provides a point-and-click environment for specifying the steps in a process flow.
Event notifications can be configured to inform users of errors during processing. KYOcapture is also available with the following optional modules that provide more advanced administration and configuration capabilities.) . KYOcapture includes a Service Manager module that allows administrators to start and stop the capture processes. The software can authenticate users to Microsoft Windows or Novell environments. KYOcapture includes a Status Monitor interface that allows administrators to ensure that the system is running properly and to monitor activity. The Kyocera Device Manager allows administrators to centrally manage the KYOcapture environment for all devices used. The KYOcapture ABMSync tool is designed to facilitate address book management and synchronization of KYOcapture with existing address books such as those in Microsoft Outlook. authenticating over the network. Overall. this approach simplifies the process of configuring KYOcapture across larger deployments that involve multiple distributed MFPs. ensuring network protection and document security.CFG). The Device Manager also centralizes the management of KYOcapture Authentication Server and ABMSynch settings. The software is licensed on a per-device basis. and Windows NT. The software is licensed on a per-device basis. and to create groups of devices and configure them all in the same way. Lotus Notes. Figure 4: The KYOcapture device manager simplifies the process of configuring and administering KYOcapture across multiple networked MFPs (source: Kyocera Mita America Inc. installing the user information directly from the directory of choice.8 Doculabs Market Focus Report Once a capture application has been designed and configured. The tool allows user profiles to be created directly on the KYOcapture devices. all relevant information is stored in a configuration file (. KYOcapture ABMSync allows global address books as well as individual address books to be propagated across multiple Kyocera devices. KYOcapture supports custom VB or Java scripting for customization (such as validating index data against an external database). extending the value of the solution: The KYOcapture Authentication Server allows users to log in to MFPs configured with KYOcapture.
Finally. The next step was to expand the use of KYOcapture to HR forms capture. which include physical routing of the documents for review and approval as well as follow-up with the employee if any documentation is “missing”. and reduce costs associated with paper transportation and storage. with appropriate security in place to protect sensitive employee information. In an effort to improve efficiencies while reducing costs and risks. courier. where they must be appropriately sorted and routed to the correct administrative office. and other HR-related functions. manual processes are initiated. . while other offices retain paper documents only. Back at headquarters. get better control over its administrative documents. and to send documents to the appropriate corporate administrative office via mail. the use of KYOcapture and Kyocera MFPs allowed the organization to greatly improve the efficiency of its administrative processes. and submit their documents right from the devices. Overall. but it made it easier for the department to upload the extracted data into its HR system without manual re-keying from the forms. The MFPs’ touch screen control panels and intuitive menu options made it easy for users to scan. the solution was straightforward for IT. Applications were configured that allowed users to index their HR forms based on their employee number. profile. and to send the forms into a specific directory within the HR department’s document management system. The organization realized that its administrative processes were rampant with inefficiencies. Employees in these distributed offices rely on paper for administrative functions such as time and expense reporting. This HR forms capture process used OCR functionality to extract data from the forms. adding it to the document index information. Such processes require employees to fill out forms and assemble supporting documentation. the organization deployed a series of Kyocera multi-function products and KYOcapture software across all its distributed offices. the process ensured that the documents were archived and controlled from a records management perspective. who centrally manages the KYOcapture software configurations for all distributed devices in the environment. Upon receipt. costs. or fax. incoming documents are received in the mail center. administering their employee benefits.Capabilities Assessment of KYOcapture 9 Example Scenario A large organization has multiple distributed offices and departments. This provided immediate reduction of document transport costs and helped employees get their expenses reimbursed faster (which encouraged them to use the system). In addition. including remote field sales offices and a customer service center located in a different city than the headquarters. These offices started using the devices to scan and submit their time and expense reports via e-mail to the accounting and payroll office at headquarters. and risk to the organization. Many employees also retain paper copies of these documents at their desks or in file cabinets. Not only did this process reduce paper handling within HR. Some administrative offices eventually scan their documents into a document management system.
without having to first deliver physical documents to a central scanning center or mail room. KYOcapture can help organizations ensure that the documents are brought under corporate control – facilitating regulatory compliance and records management practices. and document management systems. KYOcapture can also help minimize re-work that results from lost documents. The result is improved indexing accuracy. Reduces costs. KYOcapture provides intuitive interfaces that allow users to select menu options when profiling or indexing a document. and courier costs). This approach extends the capture function down to the workgroup users who likely understand the documents the best. organizations can get them into their business processes as fast as possible. . In addition. With KYOcapture’s bi-directional capabilities. training requirements are reduced. the system can leverage existing network and security standards. KYOcapture: Allows organizations to start document management right at the copier (MFP). Improves operational efficiency by getting documents into downstream business processes quickly. This time savings can have a direct impact on revenue and profit. profile and route documents with little training. Allows organizations to get critical documents under organizational control. the user menus on the devices can display a restricted set of selections based on an underlying database – guiding users through a series of menus and lists to profile documents. since the solution integrates with Kyocera multi-function devices and provides an intuitive solution for users. Improves accuracy. KYOcapture is a Windowsbased server solution that is straightforward to manage. With KYOcapture. agencies. For example. e-mail systems. Finally.10 Doculabs Market Focus Report Business Benefits Doculabs finds that KYOcapture can provide a number of key business benefits to organizations. or field offices. rather than entering data. In addition. enabling users to accurately capture. mail. Provides a low total cost of ownership. KYOcapture is designed for workgroups. By capturing documents at the distributed locations where documents are received. By capturing documents at their source. document storage space. and document transport (including fax. KYOcapture minimizes risk by providing document security and audit trails while reducing the manual touch points involved in subsequent information use. organizations can reduce their costs associated with document filing. shipping. making life simple for IT. and makes clear sense for distributed capture environments such as bank branches.
given the historic complexity and cost of most capture solutions. Few organizations have successfully extended imaging and document management down to the workgroup level. reduce errors. With KYOcapture. and reduce their paper processing and storage costs. KYOcapture’s simplicity enables workgroups to find new opportunities to digitize documents and minimize paper in ways they may not have thought of without such an intuitive solution available to them. KYOcapture delivers on the promise of low total cost of ownership. get their documents under organizational control and security. Overall. Doculabs finds that KYOcapture delivers on the value proposition of distributed capture. and is worthy of consideration for the following reasons: KYOcapture delivers a straightforward and highly intuitive solution that makes distributed capture nearly as simple for users as copying a document. In addition. it makes sense for them to consider digital imaging solutions. KYOcapture’s straightforward menu-driven approach means that minimal user training is required. KYOcapture allows users to capture documents directly into corporate document management systems without first routing the documents to a centralized scanning center. Such solution can help organizations streamline their processes. and content management systems. and it provides tools for centralized management of KYOcapture software across multiple MFPs – making life easier for IT. true document management can start right at the device – ensuring that documents get into downstream business processes (and under organizational control) as quickly as possible. e-mail systems. KYOcapture can help organizations get more value out of their document management investments. helping organizations get more value out of those investments.Capabilities Assessment of KYOcapture 11 Final Word As organizations continually look for ways to improve their operational efficiency and reduce their risk. The Windows-based solution uses existing network directory services and security standards. For example. . Kyocera Mita America provides a solution that addresses these challenges. KYOcapture also integrates with existing file servers.
Doculabs helps clients deliver on their business objectives through customized services that address technology initiatives related to business challenges in areas such as strategy development. technology acquisition. Inc. Doculabs’ consulting services are completely objective because the firm does not sell software or integration services. For more information about Doculabs. Chicago-based Doculabs provides consulting services that are based on our fundamental belief that in order to protect a client’s long-term interest. objective analysis. is a technology consulting firm backed by research and extensive client experience. 120 South LaSalle Street Suite 2300 Chicago.com . IL 60603 (312) 433-7793 www. For more than 10 years.doculabs. technology advisors should not be implementers.com E-mail Doculabs at: info@doculabs. and go-to-market initiatives. and in-depth research. our research methodology has provided customers facing mission-critical challenges with the information and advice they need to make confident and well informed decisions. visit the web site at www.About Doculabs Doculabs.com or call (312) 433-7793. Hundreds of leading organizations within the Fortune 1000 – from financial services companies to major technology software providers – have turned to Doculabs for assistance with their technology strategies. Founded in 1993.doculabs. Our services lower the business risk of technology decisions through client specific recommendations.
This action might not be possible to undo. Are you sure you want to continue?
We've moved you to where you read on your other device.
Get the full title to continue listening from where you left off, or restart the preview.