Scanning PDF's



  • You have multiple network scanners & you've created file shares so folks can scan & retrieve those files when they get back to their desks.

    Looking for some better ideas or how to catalog the pdf's, make them searchable or just a better system altogether.

    Ideas, critique's...all are welcome!



  • I have this same issue, you'd be amazed at the amount of personal stuff gets left in the scan folder for all to see.

    Our MFP has a scan to email option, I've been considering disabling the scan to folder option and adding all of our addresses into the default address book.



  • We used to have Scan to Folder (Xeros' Workflow), but because of all the lingering PDFs, we changed it to scan to email via SMTP.



  • We use scan to email mostly.
    Finance people have a Xerox Documate something or other that does super fast scans, optional OCR during the scan.
    If the OCR doesn't work and they need text searching, opening it in Foxit Standard and clicking OCR button does the trick.



  • @bnrstnr said in Scanning PDF's:

    I have this same issue, you'd be amazed at the amount of personal stuff gets left in the scan folder for all to see.

    Our MFP has a scan to email option, I've been considering disabling the scan to folder option and adding all of our addresses into the default address book.

    I think the scan to email option would be worse?

    Side rant: And don't get me started on printing & why people think they need to print everything...



  • @fateknollogee said in Scanning PDF's:

    I think the scan to email option would be worse?

    It may be worse in the OP's case because it sounds like his documents need to be searched by multiple users.

    For me, it's one less thing to go through and delete. Most of the stuff being scanned has no business being on my servers in the first place, and the documents that do are almost always being scanned to be emailed to a customer or something anyway, so it could just be forwarded. idk maybe I haven't thought it through entirely.



  • @fateknollogee said in Scanning PDF's:

    @bnrstnr said in Scanning PDF's:

    I have this same issue, you'd be amazed at the amount of personal stuff gets left in the scan folder for all to see.

    Our MFP has a scan to email option, I've been considering disabling the scan to folder option and adding all of our addresses into the default address book.

    I think the scan to email option would be worse?

    What is the problem you are trying to solve?



  • @dashrender said in Scanning PDF's:

    @fateknollogee said in Scanning PDF's:

    @bnrstnr said in Scanning PDF's:

    I have this same issue, you'd be amazed at the amount of personal stuff gets left in the scan folder for all to see.

    Our MFP has a scan to email option, I've been considering disabling the scan to folder option and adding all of our addresses into the default address book.

    I think the scan to email option would be worse?

    What is the problem you are trying to solve?

    Clean & proper way to manage scanned docs.



  • We have need for both, scanning to email and folders, and we do both.

    The email option is used by those when it's something just for themselves. Scan to folder is used when the files are dealt with by a group of people, and it's just one more scan on the heap that's already in the folder.



  • @fateknollogee said in Scanning PDF's:

    @dashrender said in Scanning PDF's:

    @fateknollogee said in Scanning PDF's:

    @bnrstnr said in Scanning PDF's:

    I have this same issue, you'd be amazed at the amount of personal stuff gets left in the scan folder for all to see.

    Our MFP has a scan to email option, I've been considering disabling the scan to folder option and adding all of our addresses into the default address book.

    I think the scan to email option would be worse?

    What is the problem you are trying to solve?

    Clean & proper way to manage scanned docs.

    A document management system like SharePoint. Though this will almost undoubtedly require human intervention (though at least to a limited point I'm sure some of it can be automated).

    I can't recommend any software solutions though.


  • Service Provider

    @fateknollogee said in Scanning PDF's:

    @dashrender said in Scanning PDF's:

    @fateknollogee said in Scanning PDF's:

    @bnrstnr said in Scanning PDF's:

    I have this same issue, you'd be amazed at the amount of personal stuff gets left in the scan folder for all to see.

    Our MFP has a scan to email option, I've been considering disabling the scan to folder option and adding all of our addresses into the default address book.

    I think the scan to email option would be worse?

    What is the problem you are trying to solve?

    Clean & proper way to manage scanned docs.

    There's no one single way. One way is to just store them, like in Sharepoint, Alfresco, or NextCloud. Another is to convert to text and keep them in a database, like MongoDB.



  • @scottalanmiller said in Scanning PDF's:

    @fateknollogee said in Scanning PDF's:

    @dashrender said in Scanning PDF's:

    @fateknollogee said in Scanning PDF's:

    @bnrstnr said in Scanning PDF's:

    I have this same issue, you'd be amazed at the amount of personal stuff gets left in the scan folder for all to see.

    Our MFP has a scan to email option, I've been considering disabling the scan to folder option and adding all of our addresses into the default address book.

    I think the scan to email option would be worse?

    What is the problem you are trying to solve?

    Clean & proper way to manage scanned docs.

    There's no one single way. One way is to just store them, like in Sharepoint, Alfresco, or NextCloud. Another is to convert to text and keep them in a database, like MongoDB.

    MongoDB & SP: no way, too much work.
    NC is certainly doable.



  • @fateknollogee said in Scanning PDF's:

    @scottalanmiller said in Scanning PDF's:

    @fateknollogee said in Scanning PDF's:

    @dashrender said in Scanning PDF's:

    @fateknollogee said in Scanning PDF's:

    @bnrstnr said in Scanning PDF's:

    I have this same issue, you'd be amazed at the amount of personal stuff gets left in the scan folder for all to see.

    Our MFP has a scan to email option, I've been considering disabling the scan to folder option and adding all of our addresses into the default address book.

    I think the scan to email option would be worse?

    What is the problem you are trying to solve?

    Clean & proper way to manage scanned docs.

    There's no one single way. One way is to just store them, like in Sharepoint, Alfresco, or NextCloud. Another is to convert to text and keep them in a database, like MongoDB.

    MongoDB & SP: no way, too much work.
    NC is certainly doable.

    How will NC make it any better than the network share you have today?



  • @dashrender It won't, it's pretty much the same as the network shares.



  • @fateknollogee said in Scanning PDF's:

    @dashrender It won't, it's pretty much the same as the network shares.

    Right, so why change? In fact, IMO it just makes things harder. Now you're dealing with WebDAV shares instead of SMB shares (when they work, they work nearly the same, but when they don't, they suck!) or a sync client, and well - let's just say I avoid sync clients like the plague.



  • @fateknollogee said in Scanning PDF's:

    @bnrstnr said in Scanning PDF's:

    I have this same issue, you'd be amazed at the amount of personal stuff gets left in the scan folder for all to see.

    Our MFP has a scan to email option, I've been considering disabling the scan to folder option and adding all of our addresses into the default address book.

    I think the scan to email option would be worse?

    Side rant: And don't get me started on printing & why people think they need to print everything...

    Its even worse in a school environment. Instead of instructors sending the students the electronic documents they end up printing massive amount of PowerPoint slides. And then go around complaining why we are suddenly out of toner, paper or staples.


  • Service Provider

    @black3dynamite said in Scanning PDF's:

    @fateknollogee said in Scanning PDF's:

    @bnrstnr said in Scanning PDF's:

    I have this same issue, you'd be amazed at the amount of personal stuff gets left in the scan folder for all to see.

    Our MFP has a scan to email option, I've been considering disabling the scan to folder option and adding all of our addresses into the default address book.

    I think the scan to email option would be worse?

    Side rant: And don't get me started on printing & why people think they need to print everything...

    Its even worse in a school environment. Instead of instructors sending the students the electronic documents they end up printing massive amount of PowerPoint slides. And then go around complaining why we are suddenly out of toner, paper or staples.

    This is why I prefer schools to have smaller budgets. If teachers are allowed to flaunt wasting money like that, they deserve to have budgets cut till they get a clue or start to care.



  • In the past, I've used Paperport to scan and manage PDFs.



  • Others had good suggestions but I have used OneNote for small usage and Docubase for large usage.



  • @jmoore said in Scanning PDF's:

    Others had good suggestions but I have used OneNote for small usage and Docubase for large usage.

    How did you use OneNote?



  • @fateknollogee said in Scanning PDF's:

    You have multiple network scanners & you've created file shares so folks can scan & retrieve those files when they get back to their desks.

    Looking for some better ideas or how to catalog the pdf's, make them searchable or just a better system altogether.

    Ideas, critique's...all are welcome!

    Not using SMB v1 I hope...



  • @tim_g I should probably check on that.
    A lot of times, these big scanners are finicky...I've had cases where they'll work with a 2008R2 file share but not 2012R2 or Win 7.
    You have to wait for them to update their FW.


  • Service Provider

    I set up a VM running OmniPage with a watched folders job. The users pick the scan template on the copier that says "ocr-pdf" or "ocr-word". From there the copier scans the job to a "ocr-pdf-inbox" folder that Omnipage is watching. It runs through an automated OCR and drops the folder in the \server\scans folder that users have mapped as a drive. They get back to their desk and the scan is waiting for them in what ever format they picked at the copier.



  • I had a script at the last place that would empty the "scans" folder every 24 hours.

    People leaving all kinds of shit there I kid you not, before I wrote the script there was close to 1TB of PDFs in the share... no one would clean up their stuff.

    It was insane. .



  • @mike-davis said in Scanning PDF's:

    I set up a VM running OmniPage with a watched folders job. The users pick the scan template on the copier that says "ocr-pdf" or "ocr-word". From there the copier scans the job to a "ocr-pdf-inbox" folder that Omnipage is watching. It runs through an automated OCR and drops the folder in the \server\scans folder that users have mapped as a drive. They get back to their desk and the scan is waiting for them in what ever format they picked at the copier.

    Sounds interesting...I might have to hit you up for more details



  • @mike-davis Which flavor of OmniPage are you running?


  • Service Provider

    @fateknollogee said in Scanning PDF's:

    Which flavor of OmniPage are you running?

    Currently Nuance PowerPDF advanced.

    Edit: Nuance OmniPage 18 is the program that has the Agent. I'm not sure which they are currently selling. I've had this in place a long time.



  • @mike-davis

    1. Is the \server\scans folder a common folder for all users or does it contain sub-folders for each user?

    2. Who deletes (aka cleans) the folder or how do you make sure it stays clean & not just full of junk?


  • Service Provider

    @fateknollogee said in Scanning PDF's:

    @mike-davis

    1. Is the \server\scans folder a common folder for all users or does it contain sub-folders for each user?

    2. Who deletes (aka cleans) the folder or how do you make sure it stays clean & not just full of junk?

    1. yes, the scans folder is a common folder for all domain users. I suppose you could create an individual folder for each user. I did create a different folder for the accounting and HR group, but didn't get down to individual users. I always create a user on the network called "scanner" and give the scanner user access to the folder where the scans land. Then if the copier guy needs the password, he gets the scanner service account username and password, which doesn't have access to any other shares on the network.

    2. Usually IT purges it once in a while, but I think I'm going to have to steal @DustinB3403 's idea and just schedule a job for that task.


  • Service Provider

    This should go in the I can't even file, but the local copier guys have asked for the domain admin password when attempting to set up stuff like scan to desktop.... That's another reason to have a dedicated scanner service account with a password that doesn't change.


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