TECHNOLOGY IN ACTION: BIG SCANS ON DEMAND

TECHNOLOGY IN ACTION: BIG SCANS ON DEMAND

written by Mark Vruno July 16, 2021

An Upstate New York office technology dealership finds a place for its technology partner’s high-speed, networked large-format scanner in its own scanning service bureau.

As workplaces continue their digital evolution, paper remains integral to many types of businesses. Just ask Howard Gross, president and chief executive officer of eBizDocs, a document scanning/management provider based in Upstate New York. The company sells scanners as an Epson CapturePro partner. The channel program, which caters to document and photo-scanner image solutions, provides resources to help increase sales and maximize profit.)

Interestingly, eBizDocs also features a “Scan On-Demand” service bureau department within its Albany, New York, headquarters. Gross estimates the business converts millions of files every year and recycles tons of paper in the process.

Since its inception 21 years ago, eBizDocs has been securely scanning and converting important files, ranging from birth certificates to human-resource documentation for employers. Across its three locations in Albany, Rochester, New York, and Huntsville, Alabama, the firm securely services the public sector, small-to-midsize businesses, and enterprise clients from the automotive and education sectors to the financial and health care fields.

Lately, eBizDocs has been scanning the contents of pallets stacked with boxes from clients such as car dealerships, health care clinics, and government agencies. Its Scan On-Demand service bureau goes through about 40 to 50 boxes of documents each day, according to Gross’s calculations. The types of paper documents customers need scanned, he said, range from legal forms and court records, oversize and fragile car dealership documents, and small health-related files.

To manage the high volume, Gross noted, “We needed a scanner that could handle boxes upon boxes of paperwork, not just files of paperwork. Also, it was critical that the scanner could seamlessly integrate into our existing production and capture platforms.”

The solution was the Epson DS-32000 large-format document scanner. As part of their partnership, Epson delivered a demo unit to the eBizDocs service bureau at no charge.

Howard Gross, eBizDocs, President and CEO

“We put the DS-32000 alongside some of our powerhouse production scanners, and it handles itself very admirably,” Gross reported. He estimates the department runs close to 40,000 pages daily, the equivalent of more than 10 boxes, through the DS-32000, which can scan up to 90 pages per minute (based on 300 dpi, A4-size, landscape orientation, in black-and-white, color, or gray). It captures both sides, monochrome or full color, in one pass, and can accommodate sheets up to 12”x17″, folded pages, and even plastic cards and sealed envelopes. It also offers versatile paper support, providing vertical and horizontal feed options.

Gross explained that the service bureau implements a quality assurance (QA) process where random scans are reviewed to ensure accuracy. “If the original scan was not completed correctly or if a fold was missing during prep, the QA process helps detect these mis-scans. In the number of months that we’ve been using the DS-32000, we have not had a single issue in this QA process. Granted, we haven’t had a single issue related to the DS-32000 at all.”

In a production environment that dually serves as a file storage facility for customer paperwork, sufficient space is at a premium. Gross said the DS-32000 has a relatively small footprint, considering the large-format capabilities and large automatic-document feeder (ADF).

eBizDocs partners with numerous industry suppliers to best meet the needs of its diverse clientele. “A majority of the other vendors offer ‘one-size-fits-most’ programs, but Epson has been very accommodating in working with us and the range of customers we have,” Gross stated. “We truly value that.”

Use cases and applications vary from customer to customer, so he also appreciates product portfolio breadth—in Epson’s case, from mobile scanners for on-the-go professionals to high-volume scanners for fast-paced offices.

Ease-of-use was another important factor when considering the right scanner to implement. eBizDocs prides itself in fostering a workplace of inclusivity, and more than half of its workforce comprises employees with physical or mental disabilities. “We especially value our company culture and recognize the importance of having a diverse team,” Gross pointed out. “It is critical that the hardware and software we onboard are simple and easy to use.

He added that his team can quickly determine if a new piece of equipment will not work out. “We brought on other scanners in the past and knew right away they were not going to last because no one would use them. That has not been the case with the DS-32000—it is used on a daily basis, and everyone is comfortable using it.”

Maneuvering During COVID

The COVID-19 pandemic has brought myriad obstacles for businesses. Switching to virtual work, when possible, became the new standard. While bulk prepping and scanning services cannot be done remotely or virtually, most other aspects of eBizDocs’ business could. In turn, Gross created a remote demo room to showcase the different hardware and software solutions, helping to bridge the gap between selling and prospective customers.

“Epson provided many tools and resources to help us thrive in a virtual environment,” said Gross. “From providing support for our remote demos and selling to hosting virtual training, Epson has been a true asset in helping us innovate.”

Gross mentioned accessibility is now more important than ever—access to prospective customers and to support from partners. “If I need something, I know I’ll reach Epson right away. And that’s very important. It [was] hard enough to sell during a pandemic, and you don’t want to waste any time trying to get ahold of sales reps on the vendor side.”

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