Keypoint Intelligence Honors the Best Software Solutions Tested This Year with Pick and Outstanding Achievement Awards 2019!


Digitech PaperVision Capture R90 Outstanding Data Capture & Workflow Solution

Streamlining business-critical processes and turning data into actionable information are key goals for any forward-looking organization. PaperVision Capture, from Digitech Systems, is an enterprise-class document capture and workflow solution that can help companies achieve those goals by extracting data from both paper and electronic documents and delivering the information to where it’s needed.

Nuance Power PDF Advanced 3 Outstanding PDF Creation Solution

Nuance Power PDF Advanced is an impressive tool that can suit the needs of any business customers who work with PDFs on a regular basis. The program integrates seamlessly into business workflows, allowing many document types to be converted into highly customizable PDFs. Users can create PDF documents from scratch, import existing electronic files for conversion to PDF, or capture hard copy documents from any scanner to convert to PDF, complete with OCR processing to create searchable, editable documents from those paper files. This latest iteration offers the ability for a group of users to edit, comment, and collaborate on PDF documents in real time.

PaperCut 18 Outstanding Cost Accounting & Recovery Solution

Show us a school or business that doesn’t have a print management system in place, and we’ll show you an organization that is wasting money on hardcopy output. And while there’s no shortage of feature-rich output management platforms to choose from, finding one that won’t break the budget or the back of your IT personnel is more of a challenge. That’s where PaperCut shines: It delivers all the functionality needed in order to track, recoup, and reduce hardcopy expenditures, but in an easy to use, affordable package. New in version 18 is the optional Job Ticketing module. End users can submit jobs to the print room via an online portal, see how much will be charged against their personal or departmental budget, and track the status of the job as it wends its way through production.


The Lang Company is your authorized dealer for these software solutions. To learn more about these products and how they can help your company do business better, please contact Nash Hughes at 888-700-0237 today.  Visit us at

Small Companies Highly Value Ease of Use

Compared to larger companies, small companies consider ease of use to be a top criterion for selecting a product or vendor for their organization. This blog post will discuss that trend, as well as how it ties into the procurement of print devices and services.

Ease of use by the numbers

A recent Keypoint Intelligence-InfoTrends survey showed that 54% of U.S. companies with fewer than 50 employees consider “ease of use & consistent front panel structure” to be a top feature for selecting a product or vendor—outside of device features. This compares to just 37% of all companies.

This could relate to the fact that small companies are less likely to have an IT person on staff, making the need for straightforward technology particularly important.

As shown in the chart below, price is also a leading concern of small companies. Price is tied to ease of use as a user-friendly product can result in lower costs in areas like IT outsourcing and employee training.

Besides device features, what are the most important buying criteria for selecting a product or vendor for your organization? Please select the top 3.

 Source: Keypoint Intelligence-InfoTrends researchSource: Keypoint Intelligence-InfoTrends research

Source: Keypoint Intelligence-InfoTrends research

How ease of use ties into print devices and services

When it comes to print devices, ease of use can be achieved through a large, responsive, and well-organized touchscreen that enables easy programming and initiation of print, scan, copy, and fax jobs. It can also be fostered through a straightforward PC print utility and/or print driver, simple printing from mobile devices, and hassle-free setup. Customers can seek out brands that are known to provide a user-friendly experience, and/or try out the devices before purchasing them.

Print services include printer repair, maintenance, and consulting provided by a third-party company. A technician that is able to configure the device and supporting software in such a way that it can easily be used will be appreciated by customers. Furthermore, the better this individual can explain how to use the device, the greater the likelihood no issues will be encountered.


Small businesses place a strong emphasis on the ease of use of print devices and their front panel structures. This is likely related to the fact they are less likely to have an IT person on staff to troubleshoot device issues. Small businesses are encouraged to seek out print devices that have truly been designed with the user experience in mind, as well as vendors that are focused on device usability.

Role of Software in Document Scanning

Most people are familiar with scan devices (single-function scanners, multifunction printers that scan, etc.), but they aren’t necessarily aware that software exists to help with scanning. This blog post will provide examples of ways that scanning & data capture software can enhance the document scanning process within organizations.

Use of scanning & data capture software

Before delving into the main components of scanning & capture software, we’ll take a look at the use of this software within U.S. companies (SMBs and enterprises included). As shown in the chart below, larger companies are most likely to have already invested in this software; companies with 100 to 499 employees are most likely to be considering it.

Companies with 1 to 99 employees most commonly have no plans to invest in scanning & capture solutions; digging deeper, it is those with 1 to 49 employees that are most likely to fall into this category (44%).

Are you considering purchasing scanning & data capture software?

Source: Keypoint Intelligence-InfoTrends researchSource: Keypoint Intelligence-InfoTrends researchSource: Keypoint Intelligence-InfoTrends research

Source: Keypoint Intelligence-InfoTrends research

What is scanning & data capture software?

Scanning & data capture software is software that is either embedded in a multifunction printer (MFP) or single-function scanner, or attached to a PC or server-based capture solution. It enables businesses to efficiently capture, process, and route documents to a document management system, an electronic content management platform, business process automation software, or other business applications.

The following paragraphs discuss the key components of this solution:

  1. Capture: Before you can integrate paper documents into your electronic systems, you must digitize them. Many solutions convert paper documents to popular static file types, such as TIFF, image PDF, and JPG. These solutions are built to meet varying needs, from knowledge workers capturing a few documents a day, all the way up to scan operators tasked with capturing huge volumes of batches all day.
  1. Processing: Once a document is captured, users can employ a variety of image enhancement and conversion settings to deliver it to its desired location in the needed form and quality. Many leading technologies employ sophisticated algorithms to intelligently enhance captured images to ensure easy readability. Users can apply optical character recognition (OCR) zones (or OCR across the entire document) or barcode recognition settings to separate batches, convert documents to dynamic form, and/or read and act on encoded indexing and routing instructions.
  1. Routing: Many capture applications dovetail with email applications, cloud services, document/electronic content management platforms, or other business applications and backend systems out of the box. This enables users to send scans to specific locations directly from the scan device control panel. This eliminates the need to scan a document to a local folder, then move it to the desired location.


Scanning & capture software solutions can be used to efficiently merge information trapped in paper with a company’s digital solutions. Key characteristics of scanning & data capture solutions include the ability to capture, process, and route documents to a digital archive and/or process. For more information on how this kind of solution can help your business, speak with your technology provider(s) today.

Need for Efficiency Driving Document Scanning

About 45% of U.S. companies expect to implement specific scanning projects/solutions within the next 12-18 months; of these organizations, efficiency is the top driver for scanning. This is the case for all company sizes except those with 5,000 or more employees (where compliance is the top reason for scanning). These statistics are based on research from Keypoint Intelligence-InfoTrends.

What are some of the key drivers for scanning within your organization?

Source: Keypoint Intelligence-InfoTrends researchSource: Keypoint Intelligence-InfoTrends researchSource: Keypoint Intelligence-InfoTrends researchSource: Keypoint Intelligence-InfoTrends research

Source: Keypoint Intelligence research

How scanning drives efficiency

Keypoint Intelligence-InfoTrends research also shows that about 44% of day-to-day business content is still found on paper. While paper may provide certain benefits to a company and/or its customers, in some ways it may take more time to process and use. For example, it may be more difficult to find a specific piece of information within a stack of papers. Using scanning, optical character recognition (OCR), and keyword search, however, data can be retrieved in a matter of seconds.

Furthermore, advanced scanning solutions such as fast and powerful scanners can drastically reduce the time needed for records digitization.

Security and compliance other scan drivers

Other important drivers of scanning are security and compliance, particularly within larger organizations. In terms of security, scanning can direct documents into secure databases that are theoretically less impenetrable than physical storage like folders and filing cabinets.

In terms of compliance, increasingly companies face external and internal mandates regarding the proper storage of information. For instance, as part of the American Recovery and Reinvestment Act, U.S. healthcare providers were required to adopt and demonstrate “meaningful use” of electronic medical records (EMR) to maintain their Medicaid and Medicare reimbursement levels. Digitization through scanning is consistent with this initiative.

Scan solution components

Organizations can achieve efficiency, security, compliance, and other benefits through both hardware and software scan solutions. Scan hardware includes the following equipment, each of which provides its own advantages:

  • Multifunction printers with scan capability
  • High-volume centralized production scanners
  • Single-function scanners
  • Smartphones/tablets

From a software standpoint, the following capabilities may be embedded into the device or offered as an add-on solution.

  • PDF creation
  • Optical character recognition (OCR)
  • Image enhancement
  • One button/shortcut key scanning
  • Optical mark recognition (OMR)
  • Automatic indexing


Efficiency is the top reason for companies to pursue document scanning in their organization, followed by security and compliance. If your company could benefit in any of these areas, it may be worth considering how new scan technology and software can help you.

3 Reasons Why Your Business Needs Managed Print Services

When it comes to your document imaging technologies, which may be costing your employees time and your business money, you can’t wait around for the problem to magically fix itself.

Now, to the “glass half empty” crowd, outsourcing has negative connotations that translate to inferior quality work, but for those “glass half full” folks, it can result in increased efficiency inside your company. After splitting that difference, though, the question of why you should engage with an MPS provider still remains.

While there are many benefits to managed print services, here’s a trio of compelling reasons to get you thinking…

1) Because your print environment is unmanaged: Even if you have somebody overseeing hardware and software, how much does this person truly know about the ins and outs of document imaging? How much data does he or she have access to, and is that data studied on a continuous basis? And that’s not taking the supplies portion into account, including replacing toner/ink and being responsible for storing them. An MPS provider has the expertise, the support organization and the understanding that every business has unique document imaging needs.

2) Because your employees want better tools: Managed print services begins with printers and MFPs, there’s no denying that. Once the document imaging ecosystem has been optimized, though, the focus can then be divided between continuous device analysis and bringing user concerns into play. An MPS provider comprehends this and has what you need to effectively change print behavior, enable security measures and implement software to streamline workflows and potentially automate business processes.

3) Because your business will save money: It’s all about the bottom line, but can you even determine what your total spend is on printing? Are employees outputting files on a nearby printer that carries a high cost per page instead of sending the job to an MFP that has a much lower cost per page but requires walking an extra 10 seconds? Are users allowed to print in color whenever they want to? What about enforcing duplexing? These are just simple cases in point, but the overarching message of all of them is powerful. An MPS provider will walk with you down the path of lowering total cost of ownership for your document imaging technologies.

Want to keep learning? We’ve got you covered. Call us today at 888.700.0237!

Document Management: Importance of Mobility and Usability

Two trends shaping the overall business technology market are mobility and usability. Consumer experiences are driving expectations for business; this includes the handling of business documents.

This blog post will review how the latest document management systems integrate mobile and user-friendly features. Document management is defined as the use of a computer system and software to store, manage, and track electronic documents—including images or documents captured with a document scanner.

Mobile-optimized document management features

Keypoint Intelligence/InfoTrends research shows that 62% of individuals with a smartphone use that mobile device for work. That figure is approximately 40% for tablets.

Figure: Do you currently use a smartphone/tablet for work activities? Please select all that apply.

Source: Mobile Impact on Print (Keypoint Intelligence/InfoTrends, 2014)

Source: Mobile Impact on Print (Keypoint Intelligence/InfoTrends, 2014)

Certain document management systems capitalize on the growth in mobile device use at work with such features as:

  • Document management apps for mobile devices
  • Systems optimized for mobile device use
  • Connectors to popular cloud services
  • Automatic notifications sent to email

As time goes on, Keypoint Intelligence/InfoTrends would expect more mobility features to be built into document management systems. For example, this may include the ability to access a document management from a smartwatch or other wearable technology.

Usability-optimized document management features

Usability is similarly a growing focus for corporate IT decision makers and users. Workers expect their business technology to function in a manner similar to their consumer technology. This means document management systems must have an intuitive interface across devices (e.g., PCs, mobile devices, multifunction printers).

Specific user-friendly features may include:

  • Clean, well-organized layout
  • Powerful document/content search functionality
  • Easy to access and search help database
  • Wizard that helps users navigate key features

Other relevant trends

A balance should be struck between features that simplify the use of document management systems, and security features that ensure only authorized users access these systems. This is particularly true when the technology is being used in industries or departments that handle sensitive and/or confidential information.

Other trends that are shaping document management system development include a move toward cloud computing, faster turnaround times for clients, and support for multiple languages.


As organizations undergo digital transformation, document management systems have become essential tools for storing and managing digital information. The trends of mobility and usability are shaping the development of these systems; this is only expected to continue in the coming years. Customers will benefit from the addition of new features and functionality centered on these trends.


Document Process Automation on the Rise

Multifunction printers (MFPs) offer so much more than print, copy, fax, and scan. Current devices can serve as a hub for many document-centric tasks, ranging from smart capture to advanced document workflows. Smart capture involves the enhanced digitization of hardcopy documents, while advanced document workflows include organizing captured data and connecting it with electronic records systems.

Keypoint Intelligence/InfoTrends recently performed a study suggesting that the adoption of these types of solutions is on the rise. Out of 250 U.S. general office workers surveyed, 60% reported that their organization has taken steps to simplify, remove, or automate document-related business operations. This figure could be higher, considering that 18% did not know whether this was the case.

Figure: Has your company taken steps to simplify, remove, or automate document-related business operations?

Source: Future of Office Printing (Keypoint Intelligence/InfoTrends, Fall 2016).

In the survey, 71 percent of respondents cited increasing efficiency as the number one reason for taking these steps. This is consistent with other Keypoint Intelligence/InfoTrends surveys showing that efficiency and productivity are top business objectives of corporate IT decision makers. Other top drivers of document process improvement were a desire to decrease paper use (61%) and costs (53 percent).

None of these concerns are new, of course, but the growing availability of MFP solutions to meet these concerns promises growing adoption of document process automation solutions. Solutions like intelligent capture and document management can solve innumerable efficiency-related pain points—saving time, money, and frustration.

These solutions may also aid in securing corporate documents and data. By placing business information into a secure digital database, there’s a reduced risk of it getting into the wrong hands. In fact, a recent Keypoint Intelligence/InfoTrends survey revealed that just 43% of general office workers believe the paper documents they handle for their jobs are “very secure.” Forty percent said these documents are “not secure” or “somewhat secure;” 14% didn’t know how secure these documents are.

Companies considering secure digital document solutions are encouraged to reach out to their document technology providers for more information. Their knowledge of your business positions them to provide advice specific to your needs and requirements.

Of course, new needs are continually arising as new business technology and services enter the market. The beauty of the latest document software solutions is they can often be purchased on a monthly basis, giving companies more flexibility as requirements and priorities shift.

Lang Company offers a variety of document solutions, customized to fit your needs.  Call 888-700-0237 today to learn more!