Scanning

Top 5 Reasons Your Networked Scanner Isn’t Working

Submitted by Anonymous (not verified) on Wed, 07/01/2015 - 13:38

When your scanner doesn't work, it can really disrupt your day. Particularly if you're in the middle of a week-long document scanning project, and you can no longer scan to your designated folder.

Never fear! The HGi helpdesk is here with the most common scanning issues and how they can be resolved:

[dropcap]5.[/dropcap] Scan to Email / Folder (and Print): Your MFP is unplugged from the network. This may seem silly, but we did the math and this really is in the top 5.

[dropcap]4.[/dropcap] Scan to Folder: You upgraded your target OS. Every time Windows releases a new version, the rules of SMB file sharing change a little bit. If you have an older MFP, you might need us to update the MFP firmware to match. Don't worry, this service is included in your service contract.

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Use Caution When Scanning Sensitive Documents to Email

Submitted by Anonymous (not verified) on Mon, 04/22/2013 - 14:07

Your Ricoh and Lexmark MFPs have a convenient and useful feature that can potentially become a disasterous drawback if you are not aware of its capabilities.

The machines will remember your scan to email settings for a brief period of time so that you can send multiple scans to the same email address. This is great for when you have several documents to scan to a particular recipient, but could prove costly if you are working with documents that have different levels of sensitivity within your organization.

Let's say you have a very important and confidential document that is meant for the CEO's eyes only, but a co-worker just finished scanning a job that was sent to the entire staff — without enough time passing between scans, you could end up emailing your sensitive document to the whole company!

Your machine's memory will typically last about 60 seconds, but may be longer or shorter based on the customization of your machine.

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Scan to E-mail with Google Apps

Submitted by Anonymous (not verified) on Mon, 09/19/2011 - 14:20

Many of our clients are moving services like email to the cloud. As fantastic as these services are, they have always caused headaches for devices like copiers that use those services. The truth is, businesses don’t consider their MFP’s when they make decisions about these services.

Google Apps is a good example. Until very recently, no Ricoh MFP could meet the security requirements to be able to send an email through Google’s mail servers.

Only the newest Ricoh color MFP’s can support their SSL over SMTP requirement. Secure Socket Layer (SSL) is an encryption method that has been rapidly adopted by most hosted email services as a way to ensure the security of their services in the mobile phone age. It helps companies like Google prevent criminal spammers and malicious hackers from using their servers.

To set up your machine to use your Google servers for scan to email, enter these settings in your Ricoh MFP:

OCR and Document Scanning

Submitted by Anonymous (not verified) on Tue, 05/17/2011 - 14:20

We get lots of requests for OCR capabilities from our clients and prospects. Quite often, people are not quite sure what OCR is and why they need it. The ‘why’ is the first question we need to address if we are going to match you up with the best solution for your needs.

OCR, or optical character recognition, is the process of transforming printed text into electronic data that can be used in a computer system. It’s a processor intensive process by which a computer program scans every pixel of an image trying to decipher patterns that it recognizes as letters or groups of letters.

OCR technology can do amazing things. It can convert books into e-books, pull only the invoice numbers out of a stack of paper invoices, and convert a 100 year old contract into an editable computer file. For the most part, our clients use OCR for two main functions:

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