Xerox SCAN TO PC DESKTOP 10 User manual

Xerox
Scan to PC Desktop®
Professional 10
Solutions for the
education market

Key challenges in education
Q. How do you store student files?
Scan to PC Desktop Professional is an affordable way to replace
paper files with document management on the PC.
Q. How do you organize and share information with other
academic institutions?
Scan to PC Desktop Professional turns any document into a PDF
file that can be easily secured, viewed and shared.
Q. How do you archive paper documents?
Scan to PC Desktop Professional allows easy migration from
manual to electronic (PDF) submissions that are fully searchable.
Q. How do you backup your information in case of a disaster?
Digital documents stored in Scan to PC Desktop Professional are
easily archived into existing content management servers and to
CD/DVD writers.
Q. Are you interested in streamlining your paper handling
processes?
Scan to PC Desktop Professional enables scan-to-desktop from
network copiers and multifunction printers to reduce the costs
associated with handling paper documents.
Q. Do you need to edit documents, spreadsheets or
presentations received as paper or PDF?
Scan to PC Desktop Professional instantly converts paper and PDF
files into fully-formatted documents that you can easily edit.
Q. Do you work with PDF files? Do you need to create, edit or
convert PDF files? Do you need to repurpose content found in
PDF files?
Only Scan to PC Desktop Professional combines PDF creation,
editing and conversion into a single, affordable solution.
Q. Do you work with paper-based business forms?
Scan to PC Desktop Professional includes Nuance’s Logical Forms
Recognition engine, enabling you to quickly and accurately scan
in blank forms and convert them to PDF forms that can be filled
out electronically.
Education industry profile
The education industry is experiencing demanding times.
Students expect high levels of service. Budgets must be lean,
yet adaptable to changing requirements. Public institutions
have had their funding significantly reduced over the last few
years. Private institutions have seen their operating costs
escalate dramatically. In spite of all of this, these organizations
have continued to service a growing population of students.
These institutions need to save money wherever possible.
Reducing paper, providing computer access for the disabled
and securing sensitive information are mandates that
administrators must now address.
Education industry business drivers
•Operational cost reduction
•Securing student information
•Providing student information faster
•Turn paper forms into PDF and Microsoft forms
that can be filled out electronically
•Converting student files to digital records
Solution overview
Nuance and Xerox have developed a solution to help your
organization bridge the gap between paper, Microsoft Office
and PDFs, and to significantly improve the way every person
in your organization uses and shares documents every day.
The Scan to PC Desktop Professional 10 solution, leveraging
Xerox Extensible Interface Platform™ technology, is designed
for seamless integration with Xerox multifunction devices,
and to facilitate productive scanning and PDF workflow.
The Scan to PC Desktop Professional 10 solution includes
the following Nuance components:
•PaperPort Professional 11
•OmniPage Professional 16
•PDF Converter Professional 5 Enterprise
•Image Retriever Professional 9
•PSP Server 2 for Xerox Scan to PC Desktop
These components combine and work with your Xerox MFPs
to help your educational organization become more organized,
secure and cost-effective.

Preparing and distributing meeting agendas
Current work process:
A local school board has to assemble
board agendas and information packets for
monthly board meetings. These agendas
and packets are composed of original
Microsoft Office documents and a number
of attachments that typically come in hard
copy form. The school board secretary
manually collates these documents to insert
the attachments. The agendas and packets
are then distributed via courier to school
board members in advance of the meeting.
Work process with Scan to PC Desktop Professional:
The school board secretary scans all paper attachments automatically to
the desktop as a PDF image file. She then combines the PDF and Microsoft
Office files into a unified PDF agenda document and information packet
with a single click of the mouse.
She then distributes the agenda
document automatically via
email to all board members.
Creating course materials
Current work process:
Department secretaries must create course
materials from a wide range of documents
including old books, articles and previous
course documents. All materials requiring
changes must be manually retyped in a
labor intensive and time-consuming process.
After this, all documents must be manually
collated and assembled to create the new
course materials.
Work process with Scan to PC Desktop Professional:
The department secretary scans all old course material, books and articles
automatically to the desktop as a PDF image file. He then uses Scan to PC
Desktop Professional to automatically convert
documents that need to be changed to an
editable file such as Microsoft Word. He makes
changes and edits, and then assembles the
final course materials together into a unified
PDF document with a single click of the mouse.
Maintaining individualized education plans
Current work process:
An Individualized Educational Plan (IEP)
describes the special education teaching
plan specifically designed to meet the
educational needs of a student with a
disability. Virtually all states have mandates
that IEPs must be developed and maintained
for any student who is found to be eligible
under his/her state’s eligibility/disability
standards. Each IEP consists of both paper
and digital documents that must be regularly
updated and distributed in a secure manner
to a specific group of parents, teachers and
counselors. Preparing and maintaining the
IEP document is a paper-based process that
involves regular printing, manual collation
and costly physical distribution.
Work process with Scan to PC Desktop Professional:
The Special Education teacher responsible for managing each IEP scans
all related paper documents automatically to the desktop as a PDF image
file. The scanned documents can then be easily combined with other
digital documents in the IEP to create a unified PDF file representing
the current IEP. Using Scan to PC Desktop Professional’s PDF assembly
capabilities, pages can be removed, reordered or added as the document
changes over time. Scan to PC Desktop Professional’s PDF security
features can secure the document for viewing and editing.
Additionally, the IEP can be
maintained in a digital archive
and distributed efficiently
via email to each student’s
parents, teachers
and counselors.

Scan to PC Desktop Professional 10 includes
PaperPort Professional 11
OmniPage Professional 16
PDF Converter Professional 5 Enterprise
Image Retriever Professional 9
PSP Server 2 for Xerox Scan to PC Desktop
Minimum systems requirements
Please refer to the following URL for a complete list of the
minimum systems requirements for Scan to PC Desktop
Professional 10:
www.xerox.com/scan2pc
Or www.nuance.com/scan2pc
(Note: English only web site)
Flexible software licensing arrangements
Xerox and Nuance offer the Scan to PC Desktop Professional
10 solution in a multitude of flexible software licensing
arrangements:
•Small Business Edition = Fixed (5) seat license package
•Workgroup Edition = Fixed seat license packages of 10
seats and higher
•Multi-seat or enterprise site license agreement.
These license agreements are scaled to the specific
number of users across your organization.
•Upgrade Pricing multi-seat or enterprise site license
agreements. If you are a current user of the Scan to PC
Desktop solution (or you have competitive OCR software),
your organization will qualify for significantly discounted
pricing on the Scan to PC Desktop Professional solution.
These software licensing arrangements are available to your
organization directly from Xerox and may vary by geography.
Xerox products/services supported
Scan to PC Desktop Professional 10 supports most scan enabled
Xerox MFPs as well as complementary scan solutions such as
Xerox SMARTsend®. For a complete list of supported Xerox
devices and solutions refer to:
www.xerox.com/scan2pc
Contacts
More information on Scan to PC Desktop Professional 10
and a virtual demonstration can also be found at:
www.xerox.com/scan2pc
Or www.nuance.com/scan2pc
For more information on volume license and enterprise license
agreements for Scan to PC Desktop Professional 10, please
contact your local Xerox sales representative.
Alliance
Partner
Copyright © 2009 Xerox Corporation. All rights reserved. Contents of this publication may not be reproduced in any form without permission of Xerox Corporation. XEROX®, Extensible Interface Platform, Scan to PC Desktop, SMARTsend®and the
sphere of connectivity design are trademarks of Xerox Corporation in the U.S. and/or other countries. All other trademarks are the property of their respective manufacturers. The information in this brochure is subject to change without notice.
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