For some time now we've known about a new way of using NXPowerLite, but we were unsure whether the problem we’d come across was a big enough to explore further. Customers have approached us trying to shrink the over large PDF files produced by their document scanners and by slightly ‘bending’ our existing technology we’ve been able to produce some amazing results.
Scanners only do one type of file, raster. High quality raster images are hefty and by scanning your document you’re embedding a large raster image into a PDF, essentially turning a document containing text and images into one large image. You can tweak the resolution and colour settings of your scanner, but this is usually a complex process leaving you with poorer image quality for a marginally smaller file.
With this in mind, we set out to do some digging and see if others had the same issue and whether this really was a lead worth following. We did this in two parts, first we surveyed our customers to get some statistics on scanner problems, followed by some one-on-one interviews with IT professionals about how they would like to solve the problem.
So, what did we find out?
Sending large scanned documents via email is the main problem
Regardless of whether they were end users or IT System Administrators, our respondents confirmed our theory that the most common problem associated with large PDF files their scanners produced was that they were too big to email to their colleagues and external clients.
In most cases this meant splitting their files into separate pages and send as individual emails. Talk about a waste of time!
Emailing is not the only problem
Our respondents also cited uploading to document libraries, printing PDFs, accessing files outside of their local network and storage concerns as issues resulting from their scanned PDFs being too chunky.
Scan to folder is more commonly used scan workflow
Although some respondents had the option of using more than one method it seems that it’s more common for companies to scan to a designated folder as part of their scanner workflow than to individual email accounts.
The bigger the company the bigger the problem
By analysing the survey responses from sysadmins in our survey and talking directly to them in our interviews, we identified a clear trend between the size of the company they worked for and whether they saw large PDFs from document scanners as an area that needed addressing.
HP and Ricoh scanners seem to be the biggest culprits
HP came up as the most commonly used scanner across our survey audience. But, along with Ricoh, was mentioned most frequently by individuals that viewed large scanned PDFs as a significant problem.
It’s prevalent in Construction and Engineering
Interestingly, our survey showed us that individuals in the Engineering and Construction industries seem to be the most affected by scanning issues and consistently said it was a real concern. Education was a close second. This has given us new areas to consider on top of Legal and Government where we’ve already seen demand for solutions.
So, after uncovering all this gold, we decided to pull all the information we’d collected together to create a new dedicated solution for compressing scanned documents, here’s how it works.
By configuring NXPowerLite to watch your ‘scan-to folder’ location on your network, large PDFs will be optimized by up to 65% as soon as they’re saved to that folder. Our solution is added at the point of creation within your scanner workflow and you’ll get all the knock on benefits. You can send on without needing to split them into multiple pages and emails, access them outside your network more easily and save on total storage requirements. It happens in the background and you’ll only ever see the final optimized PDF.
You can even take our new solution for a free 30 day spin on us. Just plug NXPowerLite into your scanner workflow and it’ll be completely invisible to your end users.