GOAL: automated one button push scanning of variable sized, variable type paper documents into clean, OCR PDF-A documents
Scanning is tricky because so many drivers and hardware are conflicting, legacy, black boxes. After much trial and error, here is the best configuration I’ve discovered for a Windows Vista scanning station:
1) clean the OS of all possbile driver conflicts
2) install VRS driver
3) install ScandAll
4) configure scanner in Windows using the Control Panel “Scanners” feature to handle scanner button events
5) configure VRS + ScandAll settings
First, it helps to have a clean install of Windows. The biggest problem in bulk document scanning on the desktop is unpredictable software and driver conflicts. The next best is to uninstall all other scanning software and drivers.
Scanner: Fujitsu fi-6130. In the future, I’d like to try the ScanSnap series which seems to be the newer, more supported models. The ScanSnap S300 is also featured on the Apple website as the preferred document scanner —a worthy endorsement.
Driver: do NOT install the CD software. Download and install the VRS driver at Fujistu. I’ve had conflicts with VRS when other drivers are installed, and its interface is a bit awkward, but when it works, it is excellent. It handles blank pages, colored backgrounds, and tends to handle the scanner hardware without glitches between pages.
Other drivers:
TWAIN: works, but it doesn’t do any special processing, and I had TWAIN crash after a Windows update.
ISIS: doesn’t support duplex scanning, even though the setting may be available.
Software: fi-6130 comes with ScandAll Pro software, which is also awkward, but after enough configuration, with the VRS driver, it will process paper into clean, OCR, PDF-A documents. VRS driver seems to trap the scanner buttons when ScandAll is open, so you’ll have to manually click the “scan batch” button is open. This wasn’t true for the TWAIN driver. Fujitsu makes you either install from CD or call support for FTP access. I recommend ripping the
Also, the first time you open ScandAll, you’ll get an error due to a TWAIN auto-detect failure (since you’re not using TWAIN). Switch driver auto-detect to “ISIS” (which you are also not using, but this will make the error message go away… ah, the state-of-the-art in scanning software.
Configuration:
VRS and ScandAll have their own settings, both of which are obnoxious about saving preferences. Generally, you’ll need to make a new settings profile for each control panel, THEN save to that new profile.
OCR:
ScandAll uses some embedded version of ABBYY OCR. It works very well, but it handle file processing. Just install or buy ABBYY for massive OCR processing if you need the computing scale. For a small office, the few seconds to process the OCR locally at time of scan is probably OK. Otherwise, you’ll be scanning images per machine, which will upload to some cloud server, which will do nothing but process batches of images into useful documents. This is certainly something that interests me, but I don’t have the operational budget to explore this today. (other more important projects right now…)