Nuance® eCopy® ShareScan

Advanced Capture Solution

Enhance how you capture and move information— automatically Why do you scan documents? For most people, it’s because the documents include critical information

that’s otherwise trapped in paper. If you can capture that information digitally, you can use it whenever

you want, wherever you are. You’ll be able to collaborate with coworkers, partners and customers

quickly and make more informed decisions consistently. But how do you capture it accurately? With

Nuance® eCopy® ShareScan from RICOH®, you can scan, sort, store, retrieve and distribute paper

documents and electronic files automatically right from the Ricoh multifunction devices you already use.

Simplify your most important document-capture workflows with centralized control from any source,

including mobile devices, email addresses, Cloud storage, other MFPs and more. And use data in new

ways to make faster, smarter decisions throughout your organization.

Improve what your MFP can do When you use your MFP for everyday document management, you’re basically moving documents from

one place to another. With Nuance eCopy ShareScan, you can capture crucial data from documents

and share it throughout your organization—or even with yourself—so key people have the critical

information they need to make better decisions that save your organization time and money. Need

patient information in the emergency room? Waiting to close on a large contract? Without any training,

any user can scan documents, convert images of text into actionable data and integrate it securely into

the critical information systems you need to run your business. In addition, you can receive a searchable

document automatically via email or a home folder directly from the MFP. You can browse the shared

network while searching for the folder you need. Best of all, with type-ahead predictive text, preview

and other options, you can configure the solution to fit your specific preferences with ease.

eCopy ShareScan makes processing documents easy by automating your essential workflows—and making complex scanning tasks simple.

Improve collaboration with scanning workflows

Use familiar technology to transform files digitallyYou send emails to communicate and use folders for storage every day. Both tasks are intuitive and you’re familiar with them. So why not set up document workflows in much the same way? With Email and Folder Watching Service, you can create a digital workflow using any device—including scanners, Cloud storage, PCs, mobile devices, Ricoh MFPs and other applications—to access critical information in any network folder wherever you are and when you need it most for incredible convenience. Transform any image to a fully formatted Word or Excel or searchable PDF file by simply sending it to a designated email address that’s monitored by the Email and Folder Watching Service.

Automate any workflow to expedite tasks and save timeUse eCopy ShareScan’s Extenders and Connectors to recognize forms, fields and barcodes, and process and deliver this data either from the Ricoh MFP or from any email address or folder. This means your coworkers can process and share documents from virtually anywhere. It also means that eCopy ShareScan can be extended beyond scanning workflows to include FileShare backfile conversion, mailroom routing, document conversion services, mobile capture and more. With built-in scalability these workflows can also be used for a department or the entire enterprise.

Customize workflows to fit your preferencesYou expect convenient one-touch control every time you pick up your smartphone. Now you can have it when you use your MFP, too. Take advantage of a user-friendly interface that replicates the familiar touch-screen experience to access frequently used scanning tasks right from the MFP. Transfer scanned images to electronic workflows quickly with easy scrolling and intuitive fly-out menus and distribute, index and archive them in moments. Customize workflows based on your personal or workgroup responsibilities. You can even choose the timesaving, offline Scan-and-Go function and let the MFP complete jobs for you as you move on to your next task.

Automate your most important electronic document-capture workflows.

eCopy ShareScan

eCopy devices

Folders

Email addresses

Feature Benefit

Automated File Conversion

Quickly and easily transform PDFs or TIFFS to Word or Excel by sending to designated email

Connector & Extendor Integration

Forms Processing & Barcode recognition to automate and accelerate transactional workflows

Load Balancing Multiple jobs can be processed simultaneously with one or more servers for scalability performance

Workflow Configuration Wizard

Setting up powerful electronic workflows is easy with script-free configuration of workflow rules

Scalability The Watching Service can have unlimited eCopy servers leverage the same license

Transition to electronic workflows effortlessly

Meet compliance and security demandsBetter information leads to better decisions. So protect critical data at every stage of the document lifecycle. With user authentication, you can verify user identity and obtain an audit trail directly from the MFP. You can track an entire fleet and monitor devices and activity by device, user or job status. With Auto-preview, you can see how each document was scanned, so you can correct mistakes before it’s stored or delivered to protect data integrity. Use automatic redaction to search text and print and distribute redacted PDFs to comply with privacy and records management standards.

Process information faster You decide which information is most important—Nuance eCopy ShareScan does the rest. Use Nuance eCopy ShareScan to ensure scanned paper documents and electronic files are fully text-searchable electronic documents with Optical Character Recognition (OCR). Capture different document formats, including spreadsheets, tables and graphics into a single high-resolution PDF and redact or highlight text, track revisions and compare documents using convenient one-touch controls. You can also convert documents to editable Microsoft Word or Excel files with formatting intact, so you can make minor changes with minimal data entry.

Add electronic workflows to everyday collaborationsMake sure you have the information you need—when you need it most. By using plug-in connectors, you can integrate Nuance eCopy ShareScan directly with network repositories, content management platforms and document accounting systems to ensure information is captured, searched and accessed by the right people quickly and economically. Administration is easy. In fact, the plug-ins provide dynamic integration for your backend systems, so there’s virtually no administrative support needed.

Nuance® eCopy® ShareScan

Family Comparison ChartThe modular eCopy ShareScan product portfolio gives your organization the freedom to tailor a solution by selecting components à la carte or from an array of packaged solutions.

Elements Office Suite ScanStation Enterprise

eCopy PDF Pro Office for Business PDF 1 Seat 5 Seats 10 Seats 10 SeatsSold

Seperately

MFP Client / User Interface

Embedded MFP interface with personalized access based on user credentials

√ √ √ √ √

Full-size keyboard and external interactive touch screen

- - - √ -

Administration & Deployment

Workflow simulator for rapid prototyping and deployment—no MFP required

√ √ √ √ √

Security offering full authentication and audit trails, as well as tracking & reporting

√ √ √ √ √

High availability and failover √ √ √ √ √

Load balancing for highly scalable deployments √ √ √ √ √

Document Processing & Workflows

Multi-page templates for more flexible workflows and document types

√ √ √ √ √

Batching and file splitting based on blank page, or file size

√ √ √ √ √

Scalable server based file conversion to: Word, Excel, searchable PDF, PDF/A, JPEG, Tiff

√ √ √ √ √

Database lookup: for XML imports and lookups against any data source/list

√ √ √ √ √

Image enhancement: Despekle, straighten, color drop out, line removal etc.

√ √ √ √ √

Highlight and redact extender √ √ √ √ √

Cost recovery extender: provides cost tracking and reporting into cost recovery systems

$ Select 1 √ √ √

Barcode recognition & batching for 1D & 2D barcodes

$ $ √ √ √

Bates stamping/numbering extender for stamping and endorsing documents

$ $ √ √ √

Form processing extender form recognition $ $ √ √ √

E-Mail, Fax, Folder & Printer

Route to Exchange Email/Exchange Online (365), Lotus Notes, and via SMTP email with LDAP

√ √ √ √ √

Fax via Exchange, Notes, & SMTP supports virtually any fax solution

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Route to Personal Desktop/Home Directory √ √ √ √ √

Route to Printer enables printing from any device and/or capture point

√ √ √ √ √

Route to File—network folder, WebDAV, FTP, Secure FTP

√ √ √ √ √

Universal connector routes to folder, SQL & Oracle databases and configurable XML & CSV index file output

$ Select 1 √ √ √

OpenText RightFax Connector $ Select 1 Select 3 Select 3 √

Document Management Application Connectors

CloudPack Connector adds routing to Google Drive, OneDrive, and Dropbox

DocuWare (DMS) connector

Exact Synergy (DMS/CRM) connector

HP WorkSite, EMC Documentum, SharePoint, SharePoint Server Edition, OpenText (LiveLink or eDOCS DM}, Salesforce DocuShare, ACT, Sage 50, HP Trim

$ Select 1 Select 3 Select 3 √

Security & Compliance Features

Active directory & Novell eDirectory authentication √ √ √ √ √

Single sign-on/session logon √ √ √ √ √

File encryption & secure delete, secure delivery √ √ √ √ √

√ Available – Not available $ Available for additional fee

* eCopy ShareScan Enterprise must be ordered in a minimum quantity of fifty (50) licenses per customer.

Nuance® eCopy® ShareScan

Ricoh Americas Corporation, 70 Valley Stream Parkway, Malvern, PA 19355, 1-800-63-RICOH©2014 Ricoh Americas Corporation. All rights reserved. Ricoh® and the Ricoh logo are registered trademarks of Ricoh Company, Ltd. All other trademarks are the property of their respective owners. The content of this document, and the appearance, features and specifications of Ricoh products and services are subject to change from time to time without notice. Products are shown with optional features. While care has been taken to ensure the accuracy of this information, Ricoh makes no representation or warranties about the accuracy, completeness or adequacy of the information contained herein, and shall not be liable for any errors or omissions in these materials. Actual results will vary depending upon use of the products and services, and the conditions and factors affecting performance. The only warranties for Ricoh products and services are as set forth in the express warranty statements accompanying them.

www.ricoh-usa.com

Specifications

eCopy ShareScan eCopy ShareScan is available in four packages: Enterprise, Suite1, Office, and Elements.

Device CompatibilityFor the latest supported platforms for eCopy ShareScan please visit: www.ricoh-usa.com/solutions

Minimum System Requirements*• Microsoft Windows 7

• Microsoft Windows 8 (embedded only)

• Microsoft Windows Server 2003 (32 bit/64 bit)

• Microsoft Windows Server 2008/Server 2008 R2

• Microsoft Windows Server 2012/Server 2012 R2

• 2 GB physical memory (minimum), 4 GB recommended Refer to Installation and Sizing Guide for embedded environments.

• Virtual Environments: VMware or Microsoft Hypervisor1 eCopy ShareScan Suite is available in two configurations:

I. eCopy ScanStation includes a freestanding touch screen and keyboard that connects easily to any scan-enabled MFP. The eCopy ScanStation includes all the hardware and software required to run eCopy ShareScan Suite.

II. eCopy embedded software client for MFPs with embedded platforms, enabling eCopy ShareScan to be accessed from the MFPs touch screen and server software.

* System requirements for eCopy ShareScan for embedded or integrated devices may vary, depending upon configuration. Refer to the product documentation for the Installation and Sizing Guide for specifications.

eCopy Connectors and ExtendersSystem requirements differ for each Connector and Extender. Please find individual requirements in the product documentation.

eCopy PDF Pro OfficeSystem Requirements

A computer with an Intel® Pentium® 4, higher or equivalent processor

• Supported operating systems:

– Windows 7 32-bit or 64-bit Edition with Service Pack 1

– Windows 8 32-bit or 64-bit Edition

– Windows Vista 32-bit or 64-bit Edition with Service Pack 2

– Windows XP 32-bit Edition with Service Pack 3

– Windows 2008 Server (Citrix, Active Directory)

• Microsoft Internet Explorer 8 or above

• 512 MB of memory (RAM), 1 GB recommended

• 700 MB of free hard disk space for application files; additional space needed for temporary installer files

• Web access needed for product registration, activation, Dragon Notes and obtaining live updates for the program

• Microsoft.NET Framework 4.0 installed

• Noise-cancelling headset microphone for Dragon Notes (not included)

Note: Performance and speed will be enhanced if your computer’s processor, memory and available disk space exceed minimum requirements.

eCopy ShareScan Email and Folder Watching ServiceMinimum System Requirements

• eCopy® ShareScan® v5.2 or higher

• Supported Connectors and Extenders: All Nuance connectors and extenders are supported and many of those offered by Nuance partners for ShareScan 5.x or higher.

• For the latest supported platforms for eCopy ShareScan, please visit: http://www.nuance.com/support/ecopy/supported-devices/index.htm

When treating a patient, everything is documented, including test results, prescriptions, insurance forms, diagnosis, therapies and more. But that wealth of information has no value if cumbersome centralized scanning operations and workflows prevent it from being available when it’s needed most.

Use Nuance eCopy Medical 360 to automate paper-to-digital workflows that help you improve patient care. Use it to reduce paperwork, help secure and track Protected Health Information (PHI)—all while minimizing operating costs. You already have MFPs close to the point of care, now you can use them to securely scan patient records directly into Health Information Management (HIM) workflows, the Electronic Health Record (EHR) and other endpoints. You can even batch process records with barcodes and coversheets for easier searching and indexing. It simplifies point-of-care scanning so key stakeholders can access patient records in minutes instead of days. Available in four bundles (Elements, Office, Suite or Enterprise), eCopy Medical 360 can meet the paper-to-digital handling demands of virtually any healthcare organization.

Take care of vital healthcare information with eCopy Medical 360