Document Solutions Products

White Paper

April 29, 2003

Version 1.0

Prepared by:
Service Education & Development Division
Curriculum Development Department

Abstract: Provide a brief summary of the key features and applications of the
currently available document solutions products.

http://tsc.ricohcorp.com
 This document was created by the Curriculum Development Department within
RICOH CORPORATION. The Curriculum Development Department has made
every effort to ensure that this document was accurate at the time of printing.
Copyright  2003 RICOH CORPORATION All Rights Reserved.
Property of RICOH CORPORATION, West Caldwell, N.J.
Content ID: rfg006638

Trademarks
Any trademarks contained within this document are the sole property of their
respective owners.
Table of Contents

Topic Page

1. Introduction 3

2. Purpose 5

3. Document Solutions Products 7

4. Product Placement Overview 9

5. Product Position within a Document Workflow 11

6. Product Descriptions: 13
6.1 GlobalScan (C950) 13
6.2 ScanRouter Enterprise (B551) 15
6.3 ScanRouter V2 Professional Version 2 (B550) 19
6.4 ScanRouter Document Server (B552) 21
6.5 DeskTopBinder V2 Professional Version 2 (B540) 23
6.6 Document Mall 25
6.7 eCabinet (C990) 27
6.8 ScanRouter V2 Lite Version 2 and 29
DeskTopBinder V2 Lite Version 2

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Document Solutions Software Products White Paper Introduction

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Document Solutions Software Products White Paper Introduction

1. Introduction

Our Document Solutions products are designed to allow our customers an

effective and “simple” means to incorporate our broad base of connected
products, with an emphasis towards our multi-function products (MFPs), into a
Document Management System. This Document Management System then
becomes the focal point of their document workflow.
“Document Management” can be defined as the computerized management of
both electronic as well as paper-based documents. Document management
systems include the following components:
1. An optical scanner (i.e. MFP) and image conversion software
such as an OCR (Optical Character Recognition) program or
other imaging program to convert the scanned paper documents
into an electronic form (data file)
2. A database system to organize and store the documents
3. A search mechanism to quickly find specific documents
4. A print system (i.e. MFP) to convert the electronic form of the document to
paper.
Document management systems are becoming more important as it becomes
increasingly obvious that the paperless office is an ideal that may never be
achieved. Instead, document management systems strive to create systems that
can handle paper and electronic documents together.
Document management systems also include those components that are
responsible for the actual routing or network distribution of electronic documents
to various locations, such as a shared Windows folder, email address or user-
specific “In-Tray.”
Most of our document solution products can function as stand-alone products. For
example, ScanRouter V2 Professional Version 2 includes everything necessary to
create an effective document management system. However, it is only when our
document solutions products are used in conjunction with one another that they
form a truly “total” workflow solution.

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Document Solutions Software Products White Paper Purpose

2. Purpose

The purpose of this document is to provide sufficient technical and non-technical

information about Ricoh’s currently available document solutions software
products so that each of the software's application and major features are easily
understood.
This document is not designed as a servicing or troubleshooting tool. This
document is designed to provide someone with enough information to allow an
understanding of the differences between these products and the kinds of
solutions they provide.
This document will be reviewed periodically to ensure continued applicability.

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Document Solutions Software Products White Paper Purpose

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Document Solutions Software Products White Paper Document Solutions Products

3. Document Solutions Products

Description:
RICOH Corporation currently offers eight1 different document solutions products.
The product's Model Number, where applicable, is shown in parenthesis next to
the product's name.
• GlobalScan (C950)
• ScanRouter Enterprise (B551)
• ScanRouter V2 Professional Version 2 (B550)
• ScanRouter DocumentServer (B552)
• DeskTopBinder V2 Professional Version 2 (B540)
• Document Mall
• eCabinet (C990)
• ScanRouter V2 Lite Version 2
• DeskTopBinder V2 Lite Version 2
The reason that so many different solutions are available is that in the field of
Document Management there is no such thing as a “one-size-fits-all” product. The
multitude of existing customer document workflows, the various customer
requirements when integrating our products with an existing workflow or when
attempting to implement a workflow where none existed before, not to mention
the concerns of the network administrator in regards to security or compatibility,
requires us to offer a wide-range of solutions products.

While currently present on Ricoh's website, ExperExchanges' ExperVision OCR

Software and Doculex's image capture and indexing software are not included in
this document.

1
This number only refers to individually available products. It does not include any multi-function “built-in”
document solutions such as the “scan to email” feature found in the B064/B065 MFPs. Currently our “built-in”
solutions are limited in functionality when compared to the individually available “packaged” products.

While currently present on Ricoh's website, ExperExchanges' ExperVision OCR Software and Doculex's image
capture and indexing software are not included in this document.

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Document Solutions Software Products White Paper Document Solutions Products

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Document Solutions Software Products White Paper Product Placement Overview

4. Product Placement Overview

Description:
The following illustration shows the fundamental marketing placement for each of
the document solutions products.

[MA = Major Accounts, NA = National Accounts, COHO = Company

Office/Home Office]
DeskTopBinder V2 Professional and DeskTopBinder V2 Lite Version 2 are not
included in the above product placement illustration. DeskTopBinder V2
Professional Version 2 and DeskTopBinder V2 Lite Version 2 are considered
“portal” products to our MFPs and as such can be found wherever our multi-
function products are positioned. DeskTopBinder V2 Lite, is bundled with the
MFPs software and is also available as a free download. DeskTopBinder V2
Professional, a more feature rich version of DeskTopBinder V2 Lite, is available
only as a purchased packaged product.
While ScanRouter Document Server can function independently, it is primarily
designed to work in conjunction with ScanRouter Enterprise or ScanRouter V2
Professional Version 2 and as such is considered a “cooperative” software
product. Because of this, ScanRouter Document Server can be placed where
either of these two products are positioned.

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Document Solutions Software Products White Paper Position within a Document Workflow

5. Position within a Document Workflow

Description:
The illustration below shows the position within a typical document workflow
that our products address.
Note: It is important to realize that while similar in appearance, this illustration
does not correctly correspond to the “life-cycle” of a document, but does typify
the basic workflow of a document.

GlobalScan,
ScanRouter Enterprise
DeskTopBinder V2
ScanRouter V2 Professional
Version 2, Professional Version 2,
ScanRouter V2 Lite Version 2 DeskTopBinder V2 Lite
Version 2
eCabinet,
ScanRouter Document
Document Mall Server

Key-Points:
1. ScanRouter Enterprise, ScanRouter V2 Professional Version 2 and
ScanRouter V2 Lite Version 2 all have different specifications in regards to
the maximum number of accounts, available delivery methods, database
support, total number of connected machines at one time, etc.
2. GlobalScan does not integrate with any of the ScanRouter V2,
DeskTopBinder V2 or Document Mall products.
3. Previous versions of ScanRouter and DeskTopBinder do not integrate with the
current ScanRouter V2 Professional Version 2, DeskTopBinder V2
Professional Version 2, ScanRouter Enterprise or ScanRouter Document
Server.

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Document Solutions Software Products White Paper Position within a Document Workflow

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Document Solutions Software Products White Paper Product Descriptions

6. Product Descriptions

6.1 GlobalScan (Product Code - C950):

Description:
Basically, GlobalScan serves as a digital routing system that accepts scanned
documents from a Multi-Function Product (MFP), and creates digital files for
electronic transmission over a network as an attached email. With the release of
GlobalScan version 1.3 in April, 2003, in addition to sending a scanned document
as an email attachment, the scanned document can also be sent to a folder located
either locally or anywhere on the user’s network. An optional OCR plug-in is also
available.
The scanning capabilities of the multi-function product are provided as part of the
GlobalScan system and do not require any scan option to be installed on the MFP.
With GlobalScan's LDAP (Lightweight Directory Access Protocol) support, the
GlobalScan Server is capable of importing global address books from almost any
email system that also supports LDAP. This includes Lotus Domino and MS
Exchange Mail Systems. Unique to the GlobalScan product is the ability for user
network authentication (NT and NetWare Authentication) right at the MFP's
operation panel.
GlobalScan's capabilities are further enhanced as a result of “strategic alliances”
with other industry leaders in the field of document management, storage and
retrieval. This partnership has resulted in, and will continue to result in,
GlobalScan optional plug-ins that allow a GlobalScan system to be fully
customizable to almost any document management need.
The GlobalScan system consists of two primary components:
1. The GlobalScan Server software installed on a dedicated PC of suitable
specifications and running Microsoft's Windows 2000 Server operating
System. Microsoft's Windows NT4 Server is not supported. An appropriate
email client must also be installed on the server. Additionally, if the Scan to
Folder feature is used with the folder located on a Novell NetWare Server, a
Novell NetWare client must also be installed on the GlobalScan Server.
2. GlobalScan multifunctional device firmware, which is flashed to an
appropriate MFP.

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Document Solutions Software Products White Paper Product Descriptions

GlobalScan's pricing is based upon the number of MFP support (licenses) desired.
The list below provides the MIU numbers for the 5, 25 and 100 MFP-licensed
versions of GlobalScan along with the 3-MFP Demo Package and the 5-MFP add-
on licenses
• GlobalScan 5 001385MIU
• GlobalScan 25 001386MIU
• GlobalScan 100 001387MIU
• GlobalScan 3-MFP Demo Pkg. 001388MIU
• GlobalScan 5-MFP add-on Lic. 001389MIU
• OCR option 001283MIU

Target Users:
GlobalScan is especially suited to those environments that include the “Middle
Office,” “Large Office” and “Major Accounts.” This includes Workgroups of
between 20 to 30 employees to Corporate Divisions/Major Accounts of 50 to 100
and above employees.

Key-Points:
1. Some common plug-ins for GlobalScan include: Captaris RightFAX, Doculex
PDFCapture, Kofax Ricochet, Liberty Information Management Systems and
Ricoh's Printer Cost and Security Manager.
2. Current MFP models that can support GlobalScan are: the B003/B004,
B022/B027, B064/B065, G060/G570. For those models that have the hard
drive as an option, the hard drive option must be installed prior to installing
the GlobalScan firmware to the MFP. Also the MFP must have a minimum of
96MB of memory installed
3. User login authentication is possible at the MFPs operation panel.
4. In addition to global address name keyword lookups, ad-hoc email (manually
entered email address) is also supported at the MFP's operation panel.

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Document Solutions Software Products White Paper Product Descriptions

6.2 ScanRouter Enterprise (Product Code - B551):

Description:
ScanRouter Enterprise, also referred to by its product development name:
“Cherry-SG2/E, EDP Code 411213” is a document distribution server system that
allows businesses operating in large-scale network environments to automatically
and simultaneously distribute scanned documents sent from multiple I/O devices,
such as our MFPs and scanners, and/or received fax documents, to multiple
destinations. This server system is designed to significantly improve a
corporation's document workflow.
ScanRouter Enterprise is capable of supporting the same model I/O products
(MFPs, scanners, etc.) as ScanRouter V2 Professional Version 2. ScanRouter
Enterprise permits up to 32 I/O products to be connected to the delivery server at
one time. This compares to 16 I/O products (recommended) for ScanRouter V2
Professional, and only 2 I/O products for ScanRouter V2 Lite.
ScanRouter Enterprise allows for the creation of 2,000 user accounts across
multiple address books and supports Microsoft Exchange 5.5/2000 LDAP and
Lotus Notes R5 Domino Server LDAP. With an LDAP connection, up to 90,000
email addresses can be accessed through the Server. ScanRouter Enterprise also
supports SMTP/POP and MAPI email delivery types. (MAPI is the abbreviation
for Messaging Application Programming Interface, a system built into Microsoft
Windows that enables different e-mail applications to work together to distribute
mail. As long as both applications are MAPI-enabled, they can share mail
messages with each other.)
ScanRouter Enterprise Software consists of the ScanRouter Enterprise Server
software that must be installed on a dedicated PC of suitable specifications
running Microsoft's Windows 2000 Server or Windows NT4.0 Server operating
System. Also, an appropriate email client and/or Share Point Portal Server client
must be installed if scan to email or scan to the Share Point is required.
ScanRouter Enterprise is designed to function with specific Ricoh I/O products
(MFPs), in particular those that incorporate the Next Generation architecture (also
referred to as GW or Grand Workware Architecture).
Included with the ScanRouter Enterprise software is a separate application
program called “Web Document Viewer.” This software application allows the
user to access the delivery server (ScanRouter Enterprise Server) via a Web
Browser and display, search, download and print their documents.

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Additionally, the application program, “ScanRouter V2 Link,” which is shipped

with DeskTopBinder V2 Professional Version 2, can inform a user via a screen
prompt or audio tone notifying them that a document is available for delivery or
can automatically receive the document at the user’s workstation.

Target Users:
Ricoh Company Limited (Japan) has indicated that ScanRouter Enterprise is
positioned for Departmental to Major Account users (50 to greater than 100
employees). Ricoh Corporation's Marketing, due to the availability of
GlobalScan, has positioned ScanRouter Enterprise in the upper Workgroup to
lower Enterprise environments (up to about 50 employees). In either case,
ScanRouter Enterprise is especially suited to user environments that include Lotus
Notes or Microsoft Exchange and/or Microsoft's Share Point Portal Server and/or
our ScanRouter Document Server. Note: Microsoft's Share Point Portal Server is
a flexible portal solution, installed on a Microsoft 2000 Server, that lets you find,
share, and publish information very easily. It provides an easy way to create web
portals with integrated document management services and search capabilities.

Key-Points:
1. The ScanRouter Enterprise server is also referred to as a “Delivery Server”
and an “Enterprise Delivery Server.”
2. ScanRouter Enterprise supports LDAP to assist in the administration of the
ScanRouter Enterprise Server.
3. ScanRouter Enterprise allows for received fax document routing without the
need of a third-party product or plug-in.
4. ScanRouter Enterprise can deliver documents to a Notes R5 DB (Database)
within a Domino Server, Microsoft's Share Point Portal Server and/or
ScanRouter DocumentServer. These servers are all referred to “Document
Management Servers.”
5. The following I/O products (MFPs) are currently supported by ScanRouter
Enterprise: B003/B004, B022/B027, B064/B065, G060/G570, H306,
H310/H311, G412, A265/A267, A283/A284.
6. ScanRouter Enterprise helps eliminate the need for individual desktop
scanners in a large network environment.
7. When using Web Document Viewer users are able to view scanned
documents from any place via a web browser.
8. Using ScanRouter V2 Link enables users to automatically receive documents
via e-mail, or through a notification sent to their workstations.

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Document Solutions Software Products White Paper Product Descriptions

ScanRouter Enterprise and GlobalScan “Pros & Cons”

At first review, it may seem that ScanRouter Enterprise and GlobalScan
“compete” against one another for the same “document solution space.” However,
as one examines these two products a little closer, it becomes apparent that while
they would ordinarily not be installed together as part of a single document
solution, that each does bring to the customer a unique set of effective document
solution features. And of course, cost is one of them. The key for any document
solution placement is knowing the customer’s current AND future needs,
recognizing the “holes” present in their current document workflow and knowing
how one of our solution products can effectively “fill that hole” to make their
workflow simpler, cheaper and more productive.
To help in the product understanding between ScanRouter Enterprise and
GlobalScan, listed below is a quick list of “Pros & Cons” between the two
products. Please remember that this is not intended to place one product over the
other, but in “better” knowing the two products, allow them both to be “better”
placed.

ScanRouter Enterprise Pros:

• Provides direct scanning into Lotus Notes databases, Microsoft Share-Point
Portal Server and ScanRouter Document Server.
• Inbound fax routing is available without the need for any third-party products
such as a RightFax Server used with GlobalScan.
• Documents can be easily viewed using a web browser.
• The MFP does not require that any additional firmware be installed by the
technician.
• Scan to user In-Tray available. An In-Tray is a central collection point for
documents scanned by or sent to the ScanRouter Enterprise user.
• Integrates well with the use of DeskTopBinder V2 Professional Version 2.
(DeskTopBinder is described later in this document.)
• Large number and type of MFP products are supported.

ScanRouter Enterprise Cons:

• ScanRouter Enterprise is less flexible in its LDAP support than is GlobalScan.
• Unlike GlobalScan's plug-ins that allow for tighter integration with
established document systems and provides the ability to add functionality,
ScanRouter Enterprise does not offer any plug-in support.
• ScanRouter Enterprise does not offer either NetWare or NT Authentication at
the MFP and does not support ad-hoc email addresses.
• Data transfer is not encrypted. ScanRouter Enterprise is recommended as an
internal network solution

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Document Solutions Software Products White Paper Product Descriptions

GlobalScan Pros:
• Ad-hoc email address can be entered from the MFP.
• Entire LDAP directory is readily available via the MFP.
• Third-party plug-in development offers flexible growth path.
• NT/Novell authentication via MFP.
• Secure data transfer from MFP to GlobalScan server is available via HTTPS.

GlobalScan Cons:
• Additional firmware is required for MFP and must be installed by a product
certified technician.
• Inbound Fax Routing requires third-party RightFax server.
• User must search for destinations every scan.
• Not designed to integrate with DeskTopBinder, no scan to In-Tray available.
(However, scan to folder [GlobalScan version 1.3] is available.)

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Document Solutions Software Products White Paper Product Descriptions

6.3 ScanRouter V2 Professional Version 2

(Product Code - B550):

Description:
ScanRouter V2 Professional Version 2, also referred to by its design name as
“Cherry-SG2 Full,” is an easy-to-use digital document delivery system. Its EDP
Code is 411212.
Like its “big brother” ScanRouter Enterprise, ScanRouter V2 Professional
Version 2 is a document distribution server system that allows businesses
operating in small to upper level middle-sized offices (three to thirty employees),
an addition to their network environment which can automatically and
simultaneously distribute scanned documents sent from multiple I/O devices, such
as our MFPs, and/or received fax documents, to multiple and various destinations.
ScanRouter V2 Professional Version 2 is capable of supporting the same model
I/O products (MFPs, scanners, etc.) as ScanRouter Enterprise and permits up to
16 I/O products (recommended) to be connected to the delivery server at one
time. (This compares to 32 I/O products for ScanRouter Enterprise, and only 2
I/O products for ScanRouter V2 Lite.)
ScanRouter V2 Professional Version 2 allows for the creation of 400 user
accounts spread over two address books: destination & sender, and supports
SMTP/POP and MAPI email delivery types.
ScanRouter V2 Professional Version 2 Software consists of the ScanRouter V2
Professional Version 2 Server software that must be installed on a dedicated PC
of suitable specifications and running Microsoft's Windows 2000 Server or
Windows NT4.0 Server operating System. Also, an appropriate email client must
be installed if scan to email is required. ScanRouter V2 Professional Version 2 is
designed to best function with specific Ricoh I/O products (MFPs), in particular
those that incorporate the Next Gen architecture (GW Architecture).
As with ScanRouter Enterprise, included with the ScanRouter V2 Professional
Version 2 is a separate application program called, “Web Document Viewer.”
This software application once installed allows the user to access the delivery
server (ScanRouter V2 Professional Version 2 Server) via a web browser and
display, search, download and print their documents.
Additionally, the application program, “ScanRouter V2 Link,” which is shipped
with DeskTopBinder V2 Professional Version 2, can notify a user via a screen
prompt or tone “chime” notifying them that a document is available for delivery.

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ScanRouter V2 Professional is very similar in both installation and operation to

ScanRouter Enterprise. The greatest differences lie in the number of resources
(User Accounts, MFP connections, Notes R5 Data Base delivery [ScanRouter
Enterprise only], Microsoft Share Point Portal Server delivery [ScanRouter
Enterprise only], etc.) that each can maintain.
ScanRouter V2 Professional Version 2, as does Scan Router Enterprise, allows
the user to scan a document to any registered users (or their own) “personal” In-
Tray, save to a Windows folder (Windows file save), scan to be sent as an email,
or scan to the ScanRouter Document Server where it is stored as a file in the
Document Server's cabinet/folder.

Target Users:
ScanRouter V2 Professional Version 2 is primarily targeted to small and middle-
sized offices. These offices would typically employ from three to about thirty
employees. An additional target placement for this product would be any
workflow, of mid-size, that would like to incorporate a simple yet effective total
document management solution by incorporating ScanRouter V2 Professional
Version 2, ScanRouter Document Server and DeskTopBinder V2 Professional
together as one solution product.

Key-Points:
1. ScanRouter V2 Professional Version 2 must be installed as a dedicated server.
It is possible however to also install ScanRouter Document Server, Web
Document Viewer and ScanRouter V2 Link all on a single PC platform. (This
installation is also possible with ScanRouter Enterprise.)
2. Similar to ScanRouter Enterprise, ScanRouter V2 Professional Version 2 once
implemented can eliminate the need for individual desktop scanners.
3. Both ScanRouter Enterprise and ScanRouter V2 Professional Version 2 allow
for a backup of the documents in the In-Trays and system settings when using
most commercially available back-up software, such as ARCserve2000
Workgroup Edition. Automatic backup of data to a specified location is also
available.
4. Unlike ScanRouter Enterprise, ScanRouter V2 Professional Version 2 does
not support multiple address books. Only two address books, one for
destinations the other for senders, are available.
5. The ScanRouter V2 Professional Version 2 Server is referred to as the
Delivery Server or ScanRouter Pro V2/V2 Server once implemented into a
network.

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Document Solutions Software Products White Paper Product Descriptions

6.5 ScanRouter DocumentServer (Model No. B552):

Description:
ScanRouter DocumentServer, also referred to by its design name, “Cherry-SG2
DM,” is a simple to use document management system designed for the
workgroup to upper-departmental environments. Unlike ScanRouter V2
Professional Version 2 or ScanRouter Enterprise, which once installed form a
delivery system, ScanRouter DocumentServer provides a secure location for the
storage of documents received by either of these two delivery solutions, via a
TWAIN scanner or by a Windows application. The EDP Code for ScanRouter
DocumentServer is: 411214.
ScanRouter DocumentServer's storage structure consists of “Cabinets” and
“Folders.” It is possible to have up to 20 Cabinets per ScanRouter
DocumentServer System (additional ScanRouter DocumentServers can be added)
and up to 500 Folders per Cabinet. From here it is possible to store up to 10,000
documents per Cabinet or up to 1,000 documents per Folder. ScanRouter
DocumentServer is capable of supporting up to 10 concurrent users.
To have a clearer understanding of these document capacities, this might be a
good place to define a document. A document consists of one or more (multiple)
sections. A section is the single file that makes up the document. For example, a
user may have a Word file, consisting of twenty pages and an Excel spreadsheet
file of four pages. Alone each of these files is considered a document. However, if
the user where to combine these two files into one single-entity, then the Word
portion would be considered one section and the Excel portion another section,
together these two sections create the single document.
ScanRouter DocumentServer is equipped with OCR conversion, PDF conversion
and TIFF, BMP or JPEG image conversion capabilities. It is possible to view
documents stored within ScanRouter DocumentServer using “Easy Viewer” (an
application program included with DeskTopBinder V2 Professional Version 2 and
DeskTopBinder V2 Lite Version 2), DeskTopBinder V2 Professional Version 2
or DeskTopBinder V2 Lite Version 2 themselves, or by using the document's
original application software.
Accessing and managing the documents stored on the ScanRouter
DocumentServer can be performed using DeskTopBinder V2 Professional or a
Web Browser.

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Target Users:
Two types of office environments have been targeted for this product. One is the
office environment that already includes a ScanRouter V2 Professional Version 2
or ScanRouter Enterprise delivery server and is looking for a better means to save
distributed documents. The second target for this product are those office
environments that have not yet implemented a document delivery and/or
management solution. While primarily positioned as the “document storage and
management server” for ScanRouter Enterprise and ScanRouter V2 Professional
Version 2, ScanRouter DocumentServer can be implemented into environments
that do not include our delivery server products. ScanRouter DocumentServer is
best placed in the small workgroup to upper-departmental sized environments.
These environments typically consist of from three to about fifty employees.

Key-Points:
1. DeskTopBinder V2 Professional Version 2 or a web browser can be used to
retrieve, edit, move, export, copy, add and delete documents. Editing a
document may require that the document’s original application software be
installed on the workstation performing the editing.
2. ScanRouter DocumentServer features a wide range of useful document search
options including text and keyword searches.
3. In addition to receiving (storing) documents routed by the ScanRouter
Enterprise or ScanRouter V2 Professional Version 2 servers, ScanRouter
DocumentServer is also capable of storing and managing Windows
application documents as well as those sent via a TWAIN compliant scanner
(device).
4. Backup, Restore, Error Log and Access Log data are features of ScanRouter
DocumentServer.
5. As with all the ScanRouter products as well as eCabinet and Document Mall,
the ScanRouter DocumentServer network environment must include the
TCP/IP suite of protocols.

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Document Solutions Software Products White Paper Product Descriptions

6.6 DeskTopBinder V2 Professional Version 2

(Product Code - B540):

Description:
DeskTopBinder V2 Professional Version 2, also referred to by its design name as
“Plumeria-CW2 Full,” is a desktop (workstation) document management program
that enables users to file and view any windows application-created file and image
file effortlessly, establishing an effective “paperless working” environment.
DeskTopBinder V2 Professional Version 2's packaged single-user program EDP
Code is: 411207. A ten-user license pack and fifty-user license pack for
DeskTopBinder V2 Professional Version 2 are also available. The EDP Code for
the ten-user license pack is: 411251, for the fifty-user license pack: 411252.
One of the key features of DeskTopBinder is its ability to combine different file
types into one document. This would allow the user to then output a single
document consisting of the various file type sections. This feature can be best
described as being similar to a batch print job that is combined from various types
of windows files, bound together as one document. Of course with
DeskTopBinder V2 Professional Version 2, once this document is created, it does
not have to be printed but can be converted and saved using one of several files
formats, such as PDF or Multi-Page TIFF. Additionally, the final document can
be OCR'd and meta-data can be attached to the completed document. By utilizing
DeskTopBinder and incorporating this feature into their document workflow,
users can easily search for their documents using both “specific” and “content”
search criteria.
DeskTopBinder V2 Professional Version 2, as is its “little” brother,
DeskTopBinder V2 Lite Version 2, are installed on the user's Windows O/S
workstation. These two products are not “Server” products and as such, do not
have to be installed on a dedicated PC.
DeskTopBinder V2 Professional Version 2 and DeskTopBinder Lite Version 2
are positioned as “portal” software products to our I/O devices (MFPs) and once
implemented within a customer's workflow will help to promote a scalable and
seamless expansion into our other document solutions products.
DeskTopBinder V2 Professional Version 2 is referred to as “client software” for
the ScanRouter Enterprise or ScanRouter V2 Professional Version 2 delivery
servers.
DeskTopBinder V2 Professional Version 2 (also ScanRouter V2 Lite Version 2)
is the preferred software to use when accessing documents stored on an MFP's
document server (MFP's hard drive).

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Target Users:
DeskTopBinder V2 Professional is marketed as our premium desktop document
management solution and is positioned as a “portal” product to our MFP installed
document server, and our ScanRouter Enterprise/ScanRouter V2 Professional
Version 2 and ScanRouter Document Server software products. DeskTopBinder
V2 Professional can be found in everything from COHO (Business Personal)
environments, up to and including Major Accounts. This range of environments
consists typically of from one to greater than 100 employees. The two-tiered
license packs (ten-user and fifty-user) also allows for the easy, and cost effective,
placement of this product in almost any workplace segment.

Key-Points:
1. Input any of your paper documents directly to DeskTopBinder V2
Professional Version 2 from your scanner.
2. Convert image files into text files through the OCR program included in
DeskTopBinder V2 Professional Version 2.
3. Export files to specific applications without converting the file format.
4. DeskTopBinder V2 Professional Version 2 allows users to view their
Document Server located inside the MFP (i.e. B003/B004), which will allow
you to re-print, fax and copy the document from the copier's hard drive.
5. Network users can create shared file folders and establish authorized access
control.
6. The DeskTopBinder V2 Professional Version 2 software CD includes two
additional application programs. The first is, “ScanRouter V2 Link,” which
provides notification of a document's delivery to their In-Tray and can
forward documents delivered to a user's In-Tray (In-Trays are located on a
ScanRouter Enterprise/V2 Professional V2/ScanRouter Lite delivery server)
to the user's “My Work Folder” of DeskTopBinder V2 Professional Version 2
or DeskTopBinder V2 Lite Version 2. The second included software
application is called the “Auto-Addition Tool.” This software will monitor a
specific folder on the PC where DeskTopBinder V2 Pro V2 is installed and if
any files have been saved to, copied to or moved to this folder, they are
automatically sent to a DeskTopBinder V2 Professional Version 2's
Cabinet/Folder on the user's workstation.
7. Using DeskTopBinder V2 Professional Version 2 a user can not only output
their document to print, but also send it via email, fax or to a delivery server
(i.e. ScanRouter delivery server) or document server (i.e. ScanRouter
DocumentServer)

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6.7 Document Mall (No Product Code Assigned):

Description:
Document Mall is referred to as a “Web-Based” or “Internet-Based” Document
Solution. Actually, Document Mall is a web-based document service. With
Document Mall the user can store, manage and share documents and files
securely over the Internet. Document Mall gives the user, and anyone they
authorize, secure Internet access to their documents and files from anywhere in
the world, 24 hours a day, 7 days a week. Document Mall can be used to
collaborate with anyone and share files such as: presentations, proposals, reports,
HR and legal documents, logos, and images, just to name a few. The MIU Code
for the standard one-year, one-Gigabyte (1GB) of storage space is: 001187MIU.
Document Mall is an online-based document storage and document sharing
service with online print capabilities and is positioned as an option to our I/O
products such as the: H552, H306, B003/B004, and the B022/B027.
Document Mall is hosted on a secure (https) web site and provides the user with
password level security. Hosting is provided by EMC and VERIO.
Because Document Mall is a hosted web-based application, aside from having a
PC and Internet access, there is no hardware to install, software or maintenance
required. However, if the user desires direct access to Document Mall from the
MFP's operation panel feature, the MFP's firmware must be appropriately
“flashed.” Once the MFP's firmware is updated (“flashed”) the MFP's operation
panel provides Internet access to Document Mall's website. From here the user
can scan or print their documents directly to a Cabinet/Folder on Document Mall.
Document Mall files are stored at “Internet Data Center,” a highly secure offsite
storage vault. One hundred and twenty-eight bit (128bit) encryption provides
secure data transfer and every user is protected by a unique username and
password to sign in to Document Mall. After sign in, Document Mall is under
secure https management, which is the same level as any financial e-commerce
web site where users input payment information such as a credit card number.
Anyone can use Document Mall to easily and securely store documents and/or
collaborate with anyone. They can share files such as: presentations, proposals,
reports, HR and legal documents, logos, images and more, simply and easily. All
data transfers across the Internet are via https (Hypertext Transfer Protocol
Secure) with 128bit encryption.
To effectively use Document Mall, all that is required is a Document Mall
account, a web browser and an Internet connection.

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Target Users:
Document Mall is targeted at two levels. The first referred to as “Casual Users”
includes those work environments from small workgroups to workgroups. These
environments generally employ from 3 to about 30 employees. The second
targeted level is referred to as “Sophisticated Users.” This level includes those
environments from corporate divisions to major accounts (about 50 to 100 and
more employees).
Document Mall is available in several different package versions, each at a
different price level and each with a different contract length, aimed at each of
these target levels.

Key-Points:
1. Document Mall has recently added several new features. These include:
• Nearline Storage
• New Permission Sets
• Document Type Index feature
• Smart Filing
• Multiple File Import
• Import Address Books
2. Documents can also be sent to a Document Mall Cabinet/Folder via Internet
Fax. To send an Internet Fax, the user simply types in the e-mail address
including username, company ID, cabinet name and folder name and then
selects “Send” on the Internet Fax's panel.
3. Documents can be emailed to any account in Document Mall. The email
address format is: username.accountname@storage.documentmall.com.
4. Document Mall supports Microsoft Windows 95/98/Me/NT/2000/XP.
Document Mall is also compatible with Microsoft Internet Explorer 4.0 and
above and Netscape Navigator 4.5 - 4.7. Document Mall is not supporting
Netscape Navigator 6.0. There are about 250 different file formats that are
also supported.
5. From within Document Mall a user can easily search through all their
documents to locate a specific one. Document Mall's online tools include a
comprehensive search feature.
6. Visit Document Mall at: http://www.documentmall.com for more information.
7. Document Mall is based on the industry-leading document management
platform (application) “Documentum.”

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6.8 eCabinet (Product Code - C995):

Description:
The eCabinet is an appliance-based document file management system that
resides on a user's network. It enables small-to medium-size businesses and
upper-sized workgroups to capture documents easily from a wide range of sources
and to store them, index them, and retrieve their content or the information about
them.
Note: Other products that use SMTP email, PCL5e, PCL6, Postscript Level 2,
Postscript 3, or when using PC Capture can send documents to an eCabinet as
well.
eCabinet is advertised as an “intelligent electronic file cabinet” and is presently
available in two versions: the “hardware robust” rack-mount version: “2100” and
the award-winning desktop version: “1000.” Both types of eCabinets utilize the
same version software, with the rack-mount version providing better support,
primarily as a result of an increase in processor speed and memory. The rack-
mount eCabinet 2100 does not include the “built-in” data backup to DVD, as does
eCabinet 1000. The product code number C990 is used for both versions of
eCabinet.
eCabinet automatically archives any file type from almost any networked
peripheral, such as scanners, copiers, printers, fax machines, and PCs (including
web and email). These captured documents can then be easily retrieved to the
user's desktop in seconds using a web browser.
The current version software, “Version 3.0.1,” makes it easier than ever for the
user to create and maintain archives of important documents. Meta-data searches
are now available from the eCabinet’s home page, SSL (Secured Socket Layer
Protocol) is now supported allowing for all communicated data to be encrypted,
Extended Search, Audit Trail and a new recovery method called “DataBase
Snapshot” have also been added. Of course, the improvements seen in the
previous version, version 2.3.1, such as full-text indexing and improvements to
the database engine have all been carried over to this newer version.
eCabinet also offers a cooperative software product called: “Scan Capture.” Scan
Capture simplifies the “scan, tag and store” process by integrating a full-featured
scanning application with imaging, indexing, and capture capabilities, directly to
an eCabinet all from a Windows client (desktop workstation).
Finally, there's even an available Software Developer's Kit (SDK) to tie in
eCabinet with existing environments like Lotus Notes and Oracle Exchange
through customized applications. The SDK allows software developers to write
custom (code) software for use with eCabinet.

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Target Users:
The eCabinet products are targeted as an “entry-point” product for small to
medium size business. This includes the small workgroup to upper departmental
and smaller enterprise environments. These environments typically encompass
from about 3 to less than 100 employees. eCabinets' product goal is to provide the
advantages of some of the basic aspects of document management without the
large expense and without the time or resource commitment involved in larger
enterprise or major account competitive solutions.

Key-Points:
1. eCabinet does not automatically capture (store) everything sent across a
network. The user must send the documents directly to eCabinet. eCabinet
does not poll the network and automatically pull documents down as they go
by. It is possible to schedule documents to be sent on a regular basis from
your desktop or configure your email or printer to capture everything sent
there without having to choose it every time you print or send email.
2. eCabinet can archive data from as many printers, fax machines, copiers,
scanners, computers, and email addresses as the company chooses to set up.
3. There is no official eCabinet support for any other operating system other than
Windows at this time. Ricoh Corporation is investigating the feasibility of
MacOS and Unix support, and may integrate those into future versions.
4. eCabinet utilizes a version of the FreeBSD Operating System and incorporates
Verity database software and Apache Web Server software.
5. The OCR engine incorporated into the eCabinet software will attempt to
perform OCR conversion on the following file types: TIFF, PDF, GIF, JPEG,
BMP, PS, and PCL formats. It has been observed that BMP files are not as
easily read as the other formats, so it is suggested that users avoid sending
documents to their eCabinets in that file format to help maintain accurate
OCR processing.
6. eCabinet can be used as the receiver for an Internet Fax or other online fax
account. This is accomplished by setting the target email address for the eFax
phone number to the desired address on the eCabinet. For example:
(username@ecabinetname.domain.com).

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6.9 ScanRouter V2 Lite Version 2 and

DeskTopBinder V2 Lite Version 2:

Description:
ScanRouter V2 Lite Version 2 and DeskTopBinder V2 Lite Version 2 are both
positioned as our entry-level, “free to use” document delivery and desktop
document management solutions. There are no product code numbers assigned to
these products.
DeskTopBinder V2 Lite Version 2, also referred to by its design name:
“Plumeria-CW2 Lite,” is one of the preferred methods to use when accessing
documents stored within an MFP's document server. DeskTopBinder V2 Lite
Version 2 is available as a “bundled” product, provided with the I/O device
(MFP), and is also available as a download from the respective Gestetner, Lanier,
Ricoh and Savin corporate websites. The primary difference between
DeskTopBinder V2 Lite Version 2 and the “pay-for” packaged version,
DeskTopBinder V2 Professional Version 2, lies in its file conversion types
capability, connectivity options, document search features, and document viewing
abilities.
ScanRouter V2 Lite, also referred to by its design name as “Cherry-SG2 Lite,”
and is also provided as both a bundled product and as a download. As for its “big
brothers” ScanRouter Enterprise and ScanRouter V2 Professional Version 2, its
product concept is the same: scan, convert and delivery. The primary difference
between ScanRouter V2 Lite Version 2 and the “pay-for” packaged versions,
Professional and Enterprise, lies in its maximum number of destinations and
features, such as types of delivery methods available, web browsing capabilities,
and additional document handling features (i.e. auto-image orientation).
Since these two products are actually “scaled down” versions of the more feature-
rich pay-for products, the easiest way to quickly describe DeskTopBinder V2 Lite
Version 2 and ScanRouter Version 2 would be by a brief feature side-by-side
comparison. The two tables located on the next page, provide a brief look at the
differences between these products and their packaged “pay-for” versions. The
first table compares DeskTopBinder V2 Lite Version 2 against DeskTopBinder
V2 Professional Version 2. The second table compares ScanRouter V2 Lite
Version 2 against ScanRouter V2 Professional Version 2.

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DeskTopBinder V2 Lite Version 2 and DeskTopBinder V2 Professional Version 2

comparison:

DeskTopBinder DeskTopBinder
Functions V2
V2 Lite
Version 2 Professional
Version 2
Conversion Convert to Image Yes Yes

Convert to PDF No Yes

Convert to text No Yes

Transmission Send as an email attachment No Yes

Connectivity MFP Document Server Yes Yes

(Cooperative Software)
ScanRouter Document Server No Yes

ScanRouter Enterprise or V2 No Yes

Professional Version 2

Document Search Broad Search Yes Yes

Capabilities
Specific Search No Yes

Content Text Search No Yes

Folders Shared Cabinet creation No Yes

Viewer Application Viewer No Yes

Other Export the “Document No Yes

Properties” as a summary list
in CSV format No Yes

Print the “Document No Yes

Properties” summary list

Entry Assistant No Yes

Export as a HTML document No Yes

Import HTML documents No Yes

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ScanRouter V2 Lite Version 2 and ScanRouter V2 Professional Version 2

comparison:

ScanRouter V2 Lite ScanRouter V2

Items Professional
Version 2
Version 2
Required Operating Systems (platforms) for Windows 95/98/Me/XP, Windows NT4 Server +
installation Windows NT4 Server + SP6a or later, Windows
SP6a or later, Windows 2000 Server + SP2 or
NT4 Workstation + SP6a later.
or later, Windows 2000 *Windows NT4
Server + SP2 or later, Workstation + SP6a or
Windows 2000 Pro + SP2 later, *Windows 2000
or later Pro + SP2 or later
Maximum delivery server accounts 200 400
Delivery method In-Tray save Yes Yes
Save to Window file Yes Yes
Scan to email No Yes
Scan to ScanRouter No Yes
Document Server
Deliver received fax No Yes
Access to documents via web browser No Yes
Maximum simultaneous I/O connections 2 16 recommended
(32 possible)
Supported mail Lotus Notes No Yes
systems
MS Exchange No Yes
MS Mail No Yes
SMTP/POP No Yes
Cooperating software DeskTopBinder V2 Yes Yes
Lite Version 2
DeskTopBinder V2 Yes Yes
Professional Version 2
Additional document Auto-adjust image No Yes
handling features orientation
Extract text as a No Yes
document name

*Note: To remain within Microsoft's User's License Agreement (ULA), ScanRouter V2 Professional Version 2
can only be installed on platforms that do not include Windows NT4 Server or Windows 2000 Server if the
resultant delivery server (the PC with ScanRouter installed) is not accessed using DeskTopBinder V2 Lite
Version 2, DeskTopBinder V2 Professional Version 2 or ScanRouter V2 Link. Also, the “Administration
Software” for the delivery server must not be used remotely to administer the delivery server. It is STRONGLY
RECOMMENDED that ScanRouter V2 Pro V2 only be installed with the server O/S.

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Target Users:
Entry-level locations looking for an effective, near-no-cost document
management solution that provides limited functionality but possesses a very
strong upward migration path leading to our pay-for packed solution products.
While it is possible to position these products almost anywhere from COHOs to
enterprise environments, they are better positioned in COHO (Business Personal)
or Small Workgroup environments. DeskTopBinder V2 Lite Version 2 could be
the exception to this when used as the access software to our MFP document
servers; this software product could find a home in any environment.

Key-Points:
1. ScanRouter V2 Lite does not support HTML Import or Export connectivity
with ScanRouter Enterprise or ScanRouter Document Server. ScanRouter V2
Professional Version 2 does support this connectivity.
2. ScanRouter V2 Professional Version 2 requires the services of a database
engine (MSDE is built into ScanRouter V2 Professional Version 2 or if
available on the network SQL Server will be used), ScanRouter V2 Lite
Version 2 uses the less efficient Windows file system.
3. ScanRouter V2 Lite Version 2 is often referred to incorrectly as ScanRouter
Lite. ScanRouter Lite was a previously released version.
4. The user interface (UI) for DeskTopBinder V2 Lite Version 2 and the
Administration Software for ScanRouter V2 Lite Version 2 are identical to
their more feature rich pay-for packaged versions. Both of these Lite versions
are excellent training tools for the user before migrating up to the more full
versions. Note: The Service Education &Development Division provides
copies of both ScanRouter V2 Lite Version 2 and DeskTopBinder V2 Lite
Version 2 as part of the CD-ROM that students leave with on the last day of
class. They are also instructed to find the time and install the two software
products, review the documentation and “play” with the features and
operation of both of these excellent solution products.
5. The ScanRouter V2 Lite Version 2 product once properly installed creates a
delivery server. DeskTopBinder V2 Lite Version 2 once installed on the user’s
workstation provides a desktop document management solution.

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