Helping you find solutions to common document-related challenges.

Common Document Related Challenges

Available Solutions

Bates Stamping
Document Workflow
Postscript Printing

eCopy Sharescan
Objectif Lune
Web SmartDevice Monitor
EFI Micropress
EFI Digital Storefront
EFI Fiery


Optical character recognition, usually abbreviated to OCR, is the mechanical or electronic translation of images of handwritten, typewritten or printed text (usually captured by a scanner) into machine-editable text. OCR is a field of research in pattern recognition, artificial intelligence and machine vision. Optical character recognition (using optical techniques such as mirrors and lenses) and digital character recognition (using scanners and computer algorithms) were originally considered separate fields. Because very few applications survive that use true optical techniques, the OCR term has now been broadened to include digital image processing as well. [return to top]


A barcode is an optical machine-readable representation of data. Originally, barcodes represented data in the widths (lines) and the spacings of parallel lines and may be referred to as linear or 1D (1 dimensional) bar codes or symbologies. But they also come in patterns of squares, dots, hexagons and other geometric patterns within images termed 2D (2 dimensional) matrix codes or symbologies. It is important to note that both the patterns (lines, squares, dots, etc.) and spacings constitute the data encodation schema.

Document Management tools often allow for barcoded sheets to facilitate the separation and indexing of documents that have been imaged in batch scanning applications. [return to top]

Bates Stamping/Numbering

Bates numbering (also known as Bates stamping or Bates coding) is used in the legal, medical, and business fields to place identifying numbers and/or date/time-marks on images and documents as they are scanned or processed (for example, during the discovery stage of preparations for trial or identifying business receipts). Bates Stamping can be used to mark and identify images with copyrights by putting a company name, logo and/or legal copyright on them. This process provides identification, protection, and auto-increment numbering of the images. [return to top]

ECM/Enterprise Content Management Systems
EDM/Electronic Document Management

A document management system is a computer system (or set of computer programs) used to track and store electronic documents and/or images of paper documents. The term has some overlap with the concepts of Content Management Systems and is often viewed as a component of Enterprise Content Management Systems and related to digital asset management, document imaging, workflow systems and records management systems. Most methods for managing documents address the following areas:

Location Where will documents be stored? Where will people need to go to access documents? Physical journeys to filing cabinets and file rooms are analogous to the onscreen navigation required to use a document management system.
Filing How will documents be filed? What methods will be used to organize or index the documents to assist in later retrieval? Document management systems will typically use a database to store filing information.
Retrieval How will documents be found? Typically, retrieval encompasses both browsing through documents and searching for specific information.
Security How will documents be kept secure? How will unauthorized personnel be prevented from reading, modifying or destroying documents?
Disaster Recovery How can documents be recovered in case of destruction from fires, floods or natural disasters?
Retention Period How long should documents be kept, i.e. retained? As organizations grow and regulations increase, informal guidelines for keeping various types of documents give way to more formal Records Management practices.
Archiving How can documents be preserved for future readability?
Distribution How can documents be available to all people that need access to them?
Workflow If documents need to pass from one person to another, what are the rules for how their work should flow?
Creation How are documents created? This question becomes important when multiple people need to collaborate, and the logistics of version control and authoring arise.

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Variable Data Printing

Variable data printing (VDP) (also known as variable-information printing (VIP) or VI) is a form of on-demand printing in which elements such as text, graphics and images may be changed from one printed piece to the next, without stopping or slowing down the printing process and using information from a database or external file. Variable data printing is mainly used for direct marketing, customer relationship management, advertising and invoicing on self mailers, brochures or postcard campaigns.

Variable data printing enables the mass customization of documents via digital print technology, as opposed to the 'mass-production' of a single document using offset lithography. Instead of producing 10,000 copies of a single document, delivering a single message to 10,000 customers, variable data printing could print 10,000 unique documents with customized messages for each customer. [return to top]

Document Workflow

Virtually every business has documents that flow through some kind of work process. Expense reports, purchase orders, and travel requests are some common examples. The process of accurately tracking the document's progress from its originator through to its final destination is known as document workflow management.

Misrouted, misplaced, or lost documents can cause a number of problems that impact productivity and cashflow. The document management and workflow solutions are cost-effective for almost any business. The efficiencies are enormous and typically provide a return on investment in less than 12 months. An effective workflow system has the following characteristics:

  • A central repository where documents are stored and indexed.
  • A security system that allows only the appropriate personnel to view cabinets, folders, and documents.
  • A flexible workflow methodology with rules that mirror manual processes, and can adjust the flow of information dynamically based on logical criteria. For example, "If a P.O. is more than $100, route to Joe for approval."
  • The ability for knowledge workers to have anywhere, anytime access to the documents they need to get the job done.
  • Integration with popular office applications; for example, it might have the ability to view supporting documents for a transaction from within your accounting system. [return to top]

PostScript Printing

PostScript offers a single control language that could be used on any brand of printer. PostScript went beyond the typical printer control language and was a complete programming language of its own. Many applications can transform a document into a PostScript program whose execution will result in the original document. This program can be sent to an interpreter in a printer, which results in a printed document, or to one inside another application, which will display the document on-screen. Since the document-program is the same regardless of its destination, it is called device-independent.

PostScript is noteworthy for implementing on-the fly rasterization; everything, even text, is specified in terms of straight lines and cubic Bézier curves (previously found only in CAD applications), which allows arbitrary scaling, rotating and other transformations. When the PostScript program is interpreted, the interpreter converts these instructions into the dots needed to form the output. For this reason PostScript interpreters are also sometimes called PostScript Raster Image Processors, or RIPs. [return to top]

Solutions Fortis

Fortis provides tremendous efficiency gains by allowing organizations to capture, store and retrieve paper-based and electronic documents into one system. With Fortis, information is readily accessible and centrally located - meaning employees no longer spend time routing documents from desk to desk or trying to locate a misplaced file. Fortis provides instant access to information and promotes an efficient use of resources.

Fortis is powerful document management software that electronically captures, stores, and organizes documents and business information, thus enabling immediate and reliable access to critical information right when it's needed. Fortis promotes efficient knowledge sharing by allowing easy retrieval, editing, annotating, and distribution of documents.

A feature-rich software suite, Fortis document management software offers a complete solution to your business needs. With Microsoft Office integration and options for Email Management, ERM (Electronic Report Management), and Web-based document management, Fortis can help you solve any document management or information challenge. [return to top]

eCopy Scanstation

eCopy addresses the need for document management - to scan, share and file documents enterprise wide. When installed on an MFP, eCopy ScanStation OP enables businesses to achieve greater workflow efficiency by converting paper "information" into easily managed digital files.
Supported functions include: Scan-to-Email, Fax, Folder, Desktop or Printer. And to further organize information assets - for easy access and retrieval - eCopy integrates with popular Enterprise Content Management (ECM) systems.

The Ultimate Scan Hub

  • Scan in hard copy documents and e-mail just as you would from your desktop. Your document is instantly forwarded as an attachment to e-mail, with a copy sent to your "Sent Items" folder. With Light-weight Directory Access Protocol (LDAP) and local address book support, selecting destinations is a snap.
  • Increase productivity of geographically dispersed workgroups on your network by allowing users to scan directly to a designated network folder.
  • Leverage your current ECM investment through advanced security, indexing, file type, search and retrieval functionality with eCopy.

Safeguarding Your Information Assets

  • Authentication. eCopy ShareScan software utilizes your existing network log-on credentials.
  • Encryption. To prevent unauthorized access to sensitive documents, a password-encrypt option with password release can be enabled on the fly.
  • Audit Trail. Standard administrative controls include built-in tracking activity that assist with federal regulations, such as HIPAA and Sarbanes-Oxley. Your MFP can create audit trails allowing network administrators to report on who was at the device, what was done, where a file was sent and when the event took place. [return to top]


Equitrac offers users a powerful tool that can manage printing and copying activity, report charge-backs, and identify the cost of printing across entire organizations. This comprehensive print management solution is critical for clients who want to understand and manage printing/copying costs to reduce total cost of ownership. [return to top]

Objectif Lune

PlanetPress Suite
A suite of software modules that enables easy creation, printing and distribution of transactional documents and business forms integrating variable data as well as offering advanced automated workflow management capabilities. Documents created with PlanetPress Suite can be printed in high-volume, archived, emailed and/or faxed as part of a sophisticated output management application.


  • Eliminates printing on pre-printed forms.
  • Increases response rates and customer retention by documents personalization.
  • Turns invoices into advertising vehicles.
  • Takes in data from most hosts including ODBC compliant databases and native XML.

PrintShop Mail and PrintShop Web

PrintShop Mail is a standalone product for fast and efficient production of promotional documents. Import any design, merge it with data from any database, add powerful business rules, and print it optimized and at rated speed to any printer.


    • No programming experience needed
    • Use your current design and database applications
    • No need to change your PostScript RIP and Printer
    • Open architecture - plugs in easily into any existing workflow
    • Instant preview to see results before printing to facilitate accuracy
    • Resource check on print stream reliability
    • Nine bar code fonts included at no additional charge
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Web SmartDevice Monitor

Web SmartDeviceMonitor installs on a server and allows support personnel to remotely monitor, configure and centrally manage all network printing devices.


  • No special client software needed; remote administration and configuration of devices can be done from anywhere using a web browser
  • Clicking on a device reveals current conditions including paper, toner, memory levels, counter and configuration information
  • Displays early warnings such as "Low Toner", or "Almost out of Paper" as well conditions that indicate a halted device including "Paper Jams", "No Toner", "Cover Open", etc.
  • Alerts can be automatically emailed or sent by text message to support personnel

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EFI Micropress

MicroPress is a fast, high-performance raster-based digital document production system for mid-to-high-volume print-on-demand environments that produces complex, short-run, color and black and white documents. The solution provides an intuitive interface, industry-leading architecture, late stage editing tools, workflow automation and productivity boosting features.

Extends color functionality. TrueColor's color management graphic user interface gives allows users to select ICC profiles, while Image Editing provides an intuitive way to adjust colors fast. The new EFI Spot On with Substitute Colors feature accurately reproduces named colors on printers for perfect logos and brand colors and provides late stage editing for last minute color adjustments.

Speeds up prepress work. For greater productivity, TruePrint drives each device at its maximum speed, while TrueRecover increases engine performance by automatically providing page and job level error detection and recovery. TrueCluster also increases engine output by printing multiple and large jobs simultaneously.

Streamlines workflow with industry-leading make-ready tools. TrueEdit improves workflow by automating manual processes such as hand collating, tab inserting, document renumbering and booklet creating. For advanced tab functions, Tab Editor allows users to edit and update tabs. In addition, Layout Modes allows the operator to quickly view document layout for easy page level settings and tab insertion, saving precious time.

Offers advanced job management capabilities. TrueScript automates frequently performed tasks, cutting down on manual labor, while PrintStation Manager increases productivity and decreases operators' learning curves. The solution also allows exporting and managing media entries with Media Catalog and has a Color and Black & White Split feature that automatically directs pages to the appropriate devices, saving precious time. [return to top]

EFI Digital Storefront

EFI Digital StoreFront® (DSF) delivers a print-centric e-commerce solution. The complete, streamlined Web-to-Print solution addresses the most pressing challenges faced by the print industry today. As the printing process becomes more complicated with shorter runs, quicker turns and complex print products, including personalization and value-added applications, automation becomes essential to profitability.

Open a new front door to business. DSF's unique, customizable shopping platform lets businesses meet customer's diverse print communication needs by offering a unique shopping experience. Site visitors can navigate the full suite of print products and services through one easy-to-use storefront, catalog environment - just like consumer e-commerce sites but with print-specific features.

Take advantage of DSF's job submission capabilities. Customers can send new documents from their desktop computers from anywhere worldwide, using DSF's automatic PDF conversion capabilities. Site visitors can also choose pre-defined jobs from a visual catalog, as well as variable data printing (VDP).

Give customers product visibility with DSF's graphical preview. The solution lets users proof items on screen as they are produced, including representations of paper colors and finishing options. Letting users see what they will get gives them the confidence to order more sophisticated documents and products.

Support and sell wide and superwide format services. It offers built-in support for large paper and other substrates (e.g., glass, gatorfoam, sintra, etc), roll or sheet media, and different pricing models for individual manufacturing steps to provide unparalleled flexibility. Media, printing, and post-print processes also can all be priced individually by flat cost, area, or quantity. [return to top]

EFI Fiery

The Fiery® Production solutions deliver power, performance, and speed to high-end print environments. The products offer unmatched color output, extensive variable data printing support, and superior workflow management. Fiery Production solutions cater to mission-critical environments such as high-end graphic arts, design firms, commercial printers, and pre-press businesses.

Greater Workflow Control. The EFI Command WorkStation®, Windows® Edition and EFI Command WorkStation, Macintosh® Edition make managing demanding workflows easier by centralizing job management. The Command WorkStation's WYSIWYG interface streamlines management and accommodate varying levels of expertise. Command WorkStation can be used locally at the Fiery or remotely at a client desktop.

Advanced Imposition Capabilities. EFI Impose Fiery Edition allows entire documents to be imposed, edited and assembled quickly before RIPping the file. The software increases page layout accuracy, offers WYSIWYG advanced document editing capabilities, and supports the creation of unlimited user-defined imposition templates.

Support for Variable Data Printing. EFI's open architecture offers end-to-end VDP solutions. The VDP suite enables users to choose from any authoring tool, create static variable elements, and is compatible to a wide array of VDP languages, including Fiery FreeForm and PPML. The Fiery VDP workflow is consistent for VDP and non-VDP jobs and across any VDP language.

Advanced Job Management Tools. Demanding production environments need powerful management tools and flexibility to re-prioritize jobs at the last minute with little interruption and downtime. The advanced queue management capabilities eliminate bottlenecks and minimize downtime.

Enhanced Security. EFI's security solutions address the growing concerns in networked environments. IP Filtering controls access to printing devices, while Port Blocking controls access to Fiery systems through remote management. Safe Erase provides a higher-level of document security by removing traces of job data from the Fiery hard drive. Removable hard disk drives provide off-site security and backup. [return to top]


Protect Yourself Against Office Supply Scams and Toner Pirates

Office supply scams are widespread and relatively common, yet many organizations still don't know that they exist, much less how to identify and avoid them. This guide outlines the information you need to protect your business from this common scam.
it assessment roadmap

Free Workbook: Is Document Management Right for Your Business?

See how you would benefit from features of Document Management Systems.
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Meridian in the Community: Cornerstones After School Snack Packs Program 2018

Today, Meridian's Community Outreach Committee gathered together with other employee volunteers to contribute to the Cornerstones After School Snack Pack program — assembling 118 snack bags for donation, which the Meridian delivery team will drop off next week.

The After School Snack Pack program entails preparing after-school snack bags for children served by Cornerstones programs

The Reston, VA based non-profit has been a Meridian Community Outreach partner for a number of years and primarily works in local apartment communities to connect residents to local services and often has children drop in after school for programs and help with their homework.


The Benefits of In-House Production Printing vs Outsourced Printing

Modern print technology has made it possible to produce large volumes of high-quality printed material right in the office. Depending on the size of your office, and your organization’s needs, print solutions are available in-house that in the past were only found at professional print facilities. In fact, print technology is so good now, particularly the multifunction printer (MFP), that many commercial print shops use the same machines found in many offices.

So, aside from the availability of professional equipment, why are many businesses now considering bringing production printing capabilities in-house?

Read on to learn more about the factors involved when considering in-house production printing vs. outsourced commercial printing, including:

  • Cost savings
  • Security
  • Control
  • Convenience and timing

Construction and Property Management: Technology trends to watch

These are the major changes and technology transformations that are influencing the construction and property management industry.

The construction and property management industry has been experiencing strong growth and expansion, with additional growth anticipated in the coming years — and with growth comes transformation.

There are a handful of technology trends influencing the construction and property management sector that are important for organizations in these fields to be aware of.

By gaining an understanding of the shifts that are taking place, they will be better positioned to recognize which organizational adjustments and operational strategy changes they need to make to prepare for the future and gain a competitive advantage.

In this post, I'll expand on a few notable trends I've noticed or been asked about in my dealings with clients in this field, including:

  1. Increased emphasis on collaboration
  2. Internet of Things (IoT)
  3. Virtual and augmented realities (AR and VR)
  4. Telepresence and automated receptionist systems