Simple SharePoint Scanning

It is designed to let users scan from any TWAIN enabled device visible to them on their network directly to SharePoint libraries. This product is unique on the market place for the following reasons…

• It is not a seperate server based application. The application lives on and in SharePoint.
• It is extremely easy to use with little of no training needed. Screen shots here.
• Installation is easy.
• The system allows users to input appropriate metadata based on the SharePoint Content Types configured in the libary they are scanning to.
• Pricing is simply based on the number of documents scanned, rather than number of pages or number of users etc.
• The most up-to-date enterprisee level OCR capability can be added as an additional module.

Swift Scan Pricing

Currently the starting price for Swift Scan is £995.00 which is designed for adhoc scanning in an enterprise for upto 2,000 documents a year (i.e. circa 8 documents a dayof however many pages you wish).

Buy Swift Scan

Swift Scan can be downloaded from the Deltascheme web site – see here . Options for a trial licence or greater number of scans per annum are available. If you would like any assistanc from our Sales Team, please contact us here.

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1. Integrated Scanning Solutions
2. SharePoint, Scanning & Legal Admissibility
3. Deltascheme’s Kofax Express Connector for SharePoint

Challenges Overcome

Designed to enhance and extend SharePoint’s existing features to provide effective collaborative workspaces rich in functionality, the Site Creator tool has become a key foundational component of a well architectured SharePoint system.

The Deltascheme Site Creator Tool allows you to …

• create sites with associated data of your choosing,  not restricted to the standard  meta-data (i.e. title, description & URL)
• create lots of site collections or sites in a managed and controlled way
• establish a  directory of sites that can be viewed and accessed in different ways, depending on the view chosen.

More Information

For more information on the Deltascheme Site Creator Tool please visit the Product Page. The tool can be purchased as part of a packaged service which includes installation, testing and a technical handover.

For more information on our Site Creator Tool or for any of our other products, tools and services please call our customer services team on 01682 401 800.

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2. Deltascheme’s Kofax Export Connector
3. Freedom of Information Solution

James Fox, director, Scinaptic Communications, said, “Many organisations have an established business process for creating new SharePoint sites or archiving existing sites and libraries in relation to business activities like starting new projects or closing projects.

The issue today is that SharePoint user adoption is often not realised across the organisation due to the change required in user behavior when creating, saving or accessing content.

The extra steps users have to take impacts how well SharePoint is used across an entire organisation.   The next big step to drive SharePoint adoption organisation-wide is to embed SharePoint filing locations within desktop applications such as Microsoft Outlook, File Explorer and Microsoft Office.   That’s exactly what OnePlaceMail Release 5 does.

OnePlaceMail Release 5 connects the desktop environment and applications that end users use every day to SharePoint - almost without them realising it.   That’s why using OnePlaceMail Release 5 drives SharePoint adoption.   It doesn’t create a new process or learning barrier that users need to get used to - it just works”, James Fox said.

OnePlaceMail Release 5 enables SharePoint Libraries and folder locations to be pushed out to desktop applications such as Microsoft Outlook. OnePlaceMail provides a Web Service in SharePoint to enable the systematic creation and easy deployment of SharePoint filing locations to desktop applications.

The personalised locations for each user can be driven by business rules and information available in SharePoint, Active Directory or other external systems.

OnePlaceMail Release 5 builds on previous versions and lets users:

• Drag and drop existing emails, email attachments or send and file emails directly to SharePoint.
• Classify content according to the SharePoint Terms and Taxonomy store.   Using a full type-ahead capability from desktop applications for streamlined classification of information.
• View the existing SharePoint items within the selected SharePoint location (library/folder).
• Copy metadata from an existing item in SharePoint to streamline data entry, with email attributes being captured automatically.

James Fox said, “Ultimately OnePlaceMail Release 5 extends the power of SharePoint to the desktop and seamlessly connects Outlook and Microsoft Office to help customers improve their overall return on investment from these technologies.”

For a free Trial and Quote – contact Deltascheme

Related posts:

1. OnePlaceMail Release 4 Available
2. Drag & Drop Email to SharePoint
3. Outlook & SharePoint Integration

With  the amount of information going into Enterprise  level document and record management systems, there needs to be high  levels of automation to capture documents and meta-data as seamlessly  and as easily as possible. Listen to Martin Driscoll review….

• the considerations that need  to be made when capturing documents with SharePoint.
• considerations that need to  be made when building integrated scanning solutions with SharePoint
• the improvements for  document and records management in SharePoint 2010 over SharePoint  2007, including options for records management.

Managing Electronic & Paper  Documents with SharePoint

Event in association  with…

Related posts:

1. Managing Electronic & Paper Documents in SharePoint
2. Records Management Society Event – 6 Aug 2009
3. The Future of Electronic Information and Records Management in the Public Sector, 2011

The Records Centre was introduced in 2007 as a SharePoint site that served as a conventional records archive.     Content from all over the enterprise can be submitted to a Records Centre and then routed to the appropriate place where it picks up the right permissions and policies, such as expiration and auditing.
For SharePoint 2010, Microsoft know it’s important to continue to invest here and add even more “traditional” archive features.     When looking at the broad swath of features they had to choose from, their goals here really focused on providing features that allow you to extract the most value out of an archive and find the data you need.   For instance, here are a few of the new features in a SharePoint 2010 Records Center:

• Document ID: Every document can be assigned a unique identifier, which stays with the document even when it’s archived.   This allows records to be easily referenced by an ID no matter where the document moves.
• Multi-Stage Retention: Retention policies can have multiple stages, allowing you to specify the entire document lifecycle as one policy (e.g. review Contracts every year, and delete after 7 years)
• Per-Item Audit Reports: You can generate a customized audit report about an individual record.
• Hierarchal File Plans: You can create deep, hierarchal folder structures and manage retention at each folder in the hierarchy (or inherit from parent folders).
• File Plan Report: You can generate status reports showing the number of items in each stage of the file plan, along with a rollup of the retention policies on each node in the plan.

Here’s the home page of the Records Center in SharePoint 2010 for a fictional government agency, the Joint Task Force.   Notice that the home page is a place for records managers to educate the organization on compliance policy, as well as a place to look up a record by its document identifier.

In addition to adding these traditional records management features to the archive,  Microsoft product designers  have made a big bet on the power of metadata to dive 21st century electronic records management.   This manifests itself in several ways in the SharePoint archive:

• Taxonomy and Centralized Content Types:   The archive will be a consumer of enterprise-wide taxonomies and content types, ensuring consistency and context transfer between the collaborative spaces and the archive.  
• Content Organizer: The records router can use metadata to route incoming documents to the right place in the hierarchical file plan.   For instance, it enables you to automatically enforce rules on content that is submitted, like “If a Purchase Agreement is tagged with Project Alpha, send to the Alpha Contracts subfolder and apply that’s folder retention policy to the item.”
• Virtual Folders: The file plan is a great way to manage a repository but often time isn’t what you want to use to navigate and find the content you are looking for.   The SharePoint 2010 Records Center makes use of a new feature called metadata based navigation, which allows you to expose key metadata as virtual folders:

Notice that end users discover content in this Records Center by navigating virtual folders based upon metadata properties on the records.

This bet on metadata is all about empowering the end user, thus increasing the chance of successful adoption of the RM system.   Instead of choosing a complicated node in a file plan, submitters just fill out a few pieces of useful metadata and they’ll use that metadata when they need to find the content again.

In Place Records Management – Injecting Records Management in the Content Creation Experience

Microsoft have  made a huge effort in 2010 to enable you to do effective records management in collaborative spaces.   Auditing, Retention, Expiration, Reporting, Records Workflows, eDiscovery, Legal Hold and Recordization are all features you can use in collaborative space as you are striking a balance between SharePoint’s value to end users and the need for information governance.

Holding all of this together is a new feature in SharePoint 2010 called In Place Records Management.   This allows certain SharePoint documents (or blogs, wikis, web pages, and list items) to be declared records.   The system can prevent such records from being deleted or edited, if necessary by your organization’s definition of what a record is:

Note that some of the documents have locks, implying to the user that they are dealing with records.   When selecting a record, the UI for editing and deleting the item is disabled.

This recordization process can be done either manually, as part of a larger process in a workflow, or as a scheduled part of a document’s retention (e.g. after 2 years).   The key here is that, when declared a record, the content doesn’t move to an archive – it stays where it is so the end users can still find and interact with the content.

Once declared, the system knows about an item’s record status, so you can do things such as create different retention policies for records or use record state when defining workflows in SharePoint Designer.   Microsoft also enable a programmability model so you can perform custom processes and policies upon recordization to meet specialized compliance needs.

Scale: We’re Talking Big

With electronic information growing at a crazy pace and businesses spending billions on eDiscovery every year, records managers have enough to keep them up at night.   The scale of their records/content management system shouldn’t be another worry.

A  large part of  the effort in  this release has been spent adding features to make it easier to scale to massive archives.   Features such as Remote Blob Storage, database query optimizations, internal timer job processing improvements, new database indexing strategies and other engineering initiatives enable  SharePoint to make a great leap forward and all you to have:  

• Tens of millions of records in a single Records Center
• Hundreds of millions of records in a distributed archive:  allow many Record Centers to bind together to act as one logical repository.

How can Deltascheme Help You..?

Deltascheme is uniquely placed in the UK, having extensive experience in both the implementation of full records management solutions and with the design, configuration and implementation of SharePoint.

By way of an example we are often asked the question; “how do you do records management in SharePoint?” As a result we offer our customers a standard three days consulting engagement which is designed to provide a review of your organisations’ high level requirements and to then talk and show how SharePoint can be configured to deliver an effective Electronic Document and Records Management solution.

Additionally we can assist with the implementation of other applications in SharePoint which are associated with records management such as subject matter access requests (FoI, DP, Environmental and Ministerial, etc.), case management, business process management and integrated scanning solutions (ensuring legal admissibility).  

To discuss further, contact us here

Related posts:

1. SharePoint 2010 & ECM
2. Document & Records Management with SharePoint 2010
3. SharePoint Migration Tools

1. Greater scalability & distributed architecture.
2. Richer authoring and content creation tools.
3. Improved User Interface and Site Definitions.
4. Enterprise-wide Content Types.
5. Managed Metadata Service & Metadata Navigation Settings.
6. Office Client Integration and Office Web Apps.
7. Document Sets & Content Organizer.
8. In-place Records Management.
9. Distributed Record Centres.
10. Enterprise Search (Fast Search for SharePoint – Enterprise CAL).

How can Deltascheme help you?

Deltascheme is a leading provider of business and technical consultancy for Electronic Content Management (ECM) and Business Process Management (BPM) solutions based on Microsoft Technologies. We  can help you to implement your new SharePoint Server system by providing:

• Consultancy to define your business requirements
• Professional Services to design, install and configure your system
• Data migration tools to re‐classify & import your legacy content
• Solutions to enable paper content to be scanned into the system
• Services to deliver standard forms and workflow processes
• Expertise to integrate SharePoint with your existing applications  

Related posts:

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2. Outlook 2003 integration with SharePoint 2007
3. Operating System Requirements of SharePoint 2010