Whitepapers

Streamlining Paper-Based Document Processes with Distributed Capture Solutions

Abstract

This white paper examines the challenges that businesses face with their existing paper-based document management methods. The paper also demonstrates how Lexmark distributed capture solutions enable employees in distributed office environments to efficiently and securely manage time-sensitive information within today’s complex business processes.

Even with the ability to transmit documents electronically, the paperless office has yet to become a reality. Inevitably, there are times when hardcopy documents created by outside sources need to be incorporated with digital documentation―for example, invoices, expense reports, medical records, contracts, legal documents, or documents that contain original signatures. With a distributed capture solution, both digital and hardcopy documents can be managed efficiently.

Distributed capture is defined as a workgroup solution that gives users at dispersed locations the ability to scan, capture and save documents in a highly secure digital format. The electronic document can then be automatically distributed via e-mail or fax, through a file transfer to a shared server folder or directory, or delivered directly into an enterprise application.

There are many cost benefits of capturing documents in real time, at the point of use, rather than using a traditional centralized scanning approach. These include: 

  • Elimination of costs for bundling, shipping, sorting, scanning and indexing documents at a central scanning facility
  • Immediate availability of files, forms and data
  • Reduced cycle time of transactional documents
  • Reduced storage costs
  • Improved compliance
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Xerox® Remote Services Security White Paper

General Purpose and Audience

The purpose of this document is to describe the system components, operability, and features available for securing Xerox® Remote Services within Xerox® products. It is intended to serve as a guide for deploying Xerox® Remote Services within the customer’s networked environment.

How to best use this document

We recommend the document be reviewed in its entirety to certify Xerox® Products and Services for use within a networked environment.

  • Review section 1 to understand the overall capabilities of Xerox® Remote Services.
  • Review section 2 to determine the deployment model that best comprehends your existing Information Security policies.
  • Review section 3 to understand the data that is sent from Xerox® Products.
  • Review section 4 to understand the technical details behind Xerox® Remote Services.
  • Review section 5 to understand best practices and recommendations when deploying and using Xerox® Remote Services.
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“One Driver to Rule Them All” Secure Printing and Job Routing White Paper

Introduction

Many companies now understand the importance of implementing an output management system as part of their printing infrastructure as this lowers costs and waste while increasing security and user efficiency. Two major functions in any output management system are the ability for the user to securely print their job to any device (“pull print”) and for the job to be printed on the most suitable printer (“job routing”)

While most multi-functional devices come with some secure printing functions included as standard, these do not allow the user to walk to a different device to retrieve the job or authenticate with a door entry card. There are no such job routing functions built into the device, so these must always be added by use of software.

There are several products on the market that offer enhanced pull printing type systems. All of these appear to offer a similar user workflow: The user prints a job, walks to the multifunctional device of their choice, authenticates and selects the jobs they want to release. Similarly, most of these systems also offer job routing functionality where the user will print a job to their normal printer and the system will offer the user a choice tomove it to more appropriate and cheaper device if certain conditions are met.

However, there is a major problem with most pull printing and job routing systems when multiple MFD types are used, even from the same manufacturer, as these may not be compatible with each other. This could result in the user not getting the printout they originally requested, or worse still, no print out at all.

There is one system that is different – uniFLOW Output Manager. By using its own universal driver technology the user can be confident that they will get the printout they expect, regardless of make or model of the MFD. 

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3D Printers vs. 3D Production Systems: 10 Distinguishing Factors to Help You Select a System

By Joe Hiemenz, Stratasys, Inc.

When planning to purchase an additive manufacturing system, buyers will find capabilities and a price range wider than products from most any industry. Systems can range from several hundred dollars for a hobbyist unit to nearly $1 million for some high-performance systems. It’s no wonder there is confusion with respect to the product segments.

This paper addresses the capabilities, roles and positioning of systems geared for professional use. Beginning with the most basic information — the definition of 3D printers — this white paper positions the two product classes.

While clarifying the “typical” roles and strengths of each, it also shows that there is overlap between the 3D printers and their bigger brothers, sometimes referred to as 3D production systems. 

As additive manufacturing system prices have decreased, interest has swelled in owning a system to produce rapid prototypes, patterns, tooling and manufactured goods. Further fueling that interest is an increase in the number of technologies, systems and options available. Choice is the operative word, and those choices include entry-level systems priced below $15,000 (USD) as well as machines selling for more than $900,000 (USD).

Capture the Enterprise – How Capture Can Transform the Mailroom

Executive Summary

Every day, organizations receive high volumes of various types of documents through the mail, fax and email that launch different internal business processes. Reviewing and interpreting these documents, entering data from them, and forwarding them on to others for further processing consumes company time and resources, which increases operating costs and negatively impacts customer and supplier responsiveness. A digital mailroom powered by enterprise-level capture technology solves these problems by converting incoming mail, fax and email into structured electronic information that feeds multiple downstream business processes, systems and repositories across the enterprise. It does this using the enabling technologies of classification, separation, extraction, validation and delivery automation. 

In almost every organization there are accounting, human resources, purchasing, contract management and customer service processes. In addition, there are vertical market-specific processes, such as insurance claims processing, mortgage processing, electronic health records management, new bank account opening, case management in government, and so on. In many cases an electronic infrastructure and electronic workflow are used to orchestrate the complex sequence of steps required to complete the process, but the process cannot start until the required information is captured from incoming business documents.

This white paper overviews how modern capture enabled business processes can transform traditional incoming document reception and processing into an efficient ”digital mailroom” that helps organizations reduce costs, drive process efficiency, and improve customer service and market competitiveness.

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The Changing Landscape of Healthcare: A White Paper

EXECUTIVE SUMMARY

Since the Health Insurance Portability and Accountability Act of 1996 (HIPAA) went into effect, the landscape of healthcare has changed for all entities.

Since 1996, there have been significant advances in technology – sophisticated wireless networks, smartphones and tablets. HIPAA Privacy Rules had to be updated along with these advancements to address security and privacy concerns related to protected health information (PHI).

And on Jan. 17, 2013, the U.S. Department of Health and Human Services (HHS) addressed these concerns by announcing a new Final Omnibus Rule “to strengthen the privacy and security protections for health information established under HIPAA.”1 Specifically, the Final Rule “provides the public with increased protection and control of personal health information.”1 The Final Rule applies to business associates, including subcontractors, or those entities or individuals that maintain PHI on behalf of a covered entity.2 For organizations and business associates not in compliance (no matter the size), there is a maximum fine of $1.5 million. The new privacy and security rules increased damages for civil penalties, and the criminal penalties remain the same; however, OCR is now taking a more proactive and strict approach to HIPAA violations and prosecutions.

From private practices to healthcare systems, organizations must take appropriate steps to make sure they are HIPAA compliant and follow the guidelines of the Final Rule. 

HIPAA PRIVACY RULE AND THE FINAL RULE

When instituted, HIPAA’s Privacy Rule was a set of standards to “address the use and disclosure of individual’s health information – called “protected health information” by organizations subject to the Privacy Rule.”2 One of the main objectives of the Privacy Rule was to protect PHI while promoting effective workfl ows within an organization.

Xerox® Emulsion Aggregation (EA) Toner White Paper

Background Information

Technology advances sometimes come in unexpected places. To most of us, the black powder we have been adding to copiers and printers for the last sixty years doesn’t seem to have changed very much. It certainly looks the same. But looks can be deceiving. As a result of sixty years of research and thousands of patents, today’s toners flow better, store better, fuse better, and develop more efficiently, resulting in cleaner, better looking prints. But under the surface, other technological advances in toner design have also enabled better, less expensive, and safer photoreceptor and fuser materials not to mention faster and cleaner operating machines. The newest advancement in toner technology is EA Toner.

What is EA Toner?

EA Toner is chemical toner prepared by Emulsion Aggregation, or a chemical process used to “grow” very small, uniform particle sizes from even smaller (sub-micron) size toner components. The EA process can deliver the desired size and narrow particle size distribution required for excellent color image quality. This small size and the relative uniformity of all the particles in a particular “batch” of EA Toner is more predictable than the conventional mechanical process of pulverizing extruded plastic for toner. It is also less energy intensive. Emulsion refers to the synthetic chemical process to form latex toner resin and aggregation means to bring the toner ingredient’s particles together to form the desired particle size and spherical shape.

How is it different from other toners?

The conventional toner manufacturing process, consists of starting with just the right plastic, melt mixing in pigment and special ingredients, and pulverizing the resulting block of composite plastic to a fine powder. Finally, the powder still has to be processed to remove oversized chunks and ultra fine particles. This multistep process results in non-uniform angular particles with a somewhat wide size and shape distribution. As amazing as the resulting toners were, to step up to the challenges that each new generation of xerography required, the manufacturing process still limited engineers in creating toner with all the capabilities they wanted.

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Ricoh's Unified Communication Brings Renovation to Collaboration

1. Changing Communication Environment

1.1. Diversified Work Styles

Business organizations are significantly revising conventional work styles. These changes resulted from the intensified competition that followed business globalization, accelerated business speed, pursuit of labor productivity, and transitions in value standards. Beyond that were societal demands to reduce environmental impact and create a work-life balance. By adopting new work styles, business enterprises achieve improved efficiency and productivity. At the same time, they will achieve a more satisfied workforce, e.g., a free address system with no need for a fixed desk, teleworking, childcare and nursing-care, satellite offices to alleviate the load of remote commutation, or work-sharing to mutually share job opportunities.

As we all know, diversified work styles became possible thanks to the expansion of IT technologies, such as high-speed network environments and the proliferation of media-rich mobile devices. With this new environment, everyone can access information anytime and anywhere, and they can do it quickly through high-speed optical networks and wireless LAN (Wi-Fi). Convenience of use has also increased with the appearance of mobile devices, such as netbook PCs, tablets, and smartphones, which are easy to use and comparable in performance to conventional desktop PCs. Cloud services have also been expanded.

Main advantages of work style diversification

  • Reduced cost and time for commuting and business trips
  • Reduced administrative and maintenance expenses for office space and equipment
  • Global business without worrying about time-zones
  • Accelerated business, faster decision making and improved labor productivity
  • Improved job-retention by the adoption of working arrangements adapted to individual convenience
  • Reduced carbon-dioxide (CO2) emission by cutting down on travel
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3D Printing with FDM: How it Works

A 3D printer is a machine that creates objects from plastic or other materials using an additive manufacturing process. Additive manufacturing produces objects in a succession of layers from the bottom, up. This is the opposite of traditional subtractive manufacturing processes, which produce objects by cutting material away from a block to create the shape desired. The term 3D printer was a trademark of Stratasys Inc, which, in 1999, the company allowed to enter the public domain and become a generic industry term.

A 3D printer simplifies and accelerates the process of making prototypes and finished goods. The 3D printing process is so easy and yet so powerful that both home-based businesses and Fortune 500 companies count on it. Installations range from a single machine in a hobbyist’s basement to manufacturing centers with dozens of systems. 

How does a 3D printer work? Beginning with computer-aided design (CAD) data, which defines a tool path, the 3D printer extrudes and deposits molten thermoplastic in layers to build the part from the bottom up. This makes very complex parts easy to produce.

Stratasys manufactures several lines of machines, including 3D printers and their big brothers, 3D production systems (or production 3D printers). This includes the product lines Dimension, uPrint, and Fortus as well as Hewlett Packard’s Designjet line. At the core of each system is Fused Deposition Modeling (FDM). Stratasys FDM machines create functional parts by extruding and depositing thermoplastic materials in layers.

This guide will walk you step by step through the FDM process.

White Paper: Data Security

Executive Summary

Data is fast becoming a company’s most valuable asset, but with that value, comes added pressure to keep it safe. We all know that it is an essential part of the modern marketer’s toolkit but it can be challenging to manage and protect. The security and privacy of customer data should be a top priority for every single company that is active online and storing business data. This applies to all forms of marketing, but email can be especially vulnerable as many businesses will be using sophisticated segmentation and targeting campaigns that involve keeping a lot of data on file. Additionally, with many people now performing email marketing (and online marketing in general) through cloud-based software systems it’s even more important to be on top of protecting your data.

Long gone are the days where, if a bank was robbed, we took pity on the banks. Now, if our data is compromised, our first instinct isn’t to blame the culprit, but to point the finger at the company for failing to protect us and provide adequate security. Securing sensitive data is a complex process which is continuously evolving, and underestimating the importance of data security could put your business at risk. With high-profile data breaches hitting the headlines, there is growing customer distrust in the way organisations handle data. It is critical, therefore that businesses take the necessary steps to protect their data, or face the very real – and potentially extremely damaging – risks. Suppliers, agencies and brands must advocate best practice with a clear data policy and have a well communicated data strategy in place. And legally, although there is an ever-evolving complex web of requirements, fundamentally you have a duty to take appropriate measures to protect data, as well as be open and honest to all concerned if any data is compromised.

Email remains the preferred communication channel for most consumers. Brands also understand that trust is at the heart of any email programme. A recent study commissioned by the Direct Marketing Association revealed that 54% of those surveyed said that trusting the company would be the primary factor in prompting them to provide personal details, and consumers are seven times more likely to provide personal information to a company with which they have an existing relationship1, but underpinning all of this is the importance of data security. 

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