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As we know Yammer offers 2 types of networks, Enterprise and Basic. Most of the organizations start with the basic network since it comes free of charge. Most of the end user features are same in both networks. The main differences between these 2 types are the enterprise admin features. Here is a link that provides a comparison between these 2 types.

Although the basic network doesn’t offer enterprise admin features, still it offers primary controls that allows you to use it in an organization. One such feature is the user management. This allows you to remove a user from accessing your yammer network if he is no longer working in your organization. All you need to do is to;

1. Go to the users profile page by clicking his name.

2. Scroll down to the bottom. At the bottom you will find the admin section in the right side bar.

3. click on the link which will prompt you to confirm the deactivation.

4. click deactivate. Now the user will be blocked from accessing the network. When he tries to login it will display the bellow message

5. If the user is still working in the organization he will get an email which he can use to reactivate the yammer account. So if someone removes a user by mistake it can be reactivated using this confirmation link.

6. Although the user account is deactivated, all his content will remain. The account will be marked as a former member.

Source : Best Practices for Managing Your Yammer Network

Recently I came across an unusual bug where the link “save list as template” is not showing under list settings. This happened for one particular list only. After some research I found this blog post by Prasath which gives a simple workaround. All you need to do is go to list / library settings page and change its URL  (change the "listedit" to "savetmpl").

Thanks Prasath. That solved my problem .

I was trying few methods in SharePoint installations when I found this excellent post, SharePoint 2010 Database Naming Standards in John Powell’s Blog. I think it is a must read for any SharePoint practitioner since the standard explained there can be used by anyone to standardize SharePoint database names. 

Read the full post here : SharePoint 2010 Database Naming Standards

Steps for syncing a SharePoint online document library with SharePoint Workspace
1. Open SPW and click on "New (page tab)" in "Launch bar". Then select "Groove Workspace”

2. Enter a name for the workspace and click options

3. Select 2007 and click create.

4. This will create and open the workspace. In that workspace right click in the content navigation area and select “Add New Tool” and then click “SharePoint Files”

5. This will add a SharePoint Files tool to the workspace. In that SharePoint Files tool click Set up.

6. This will open a dialog box where we need to select the SharePoint library or the list which we need to make available offline.

7. Now minimize SPW and open the SharePoint Online site or sub site which has the relevant library or the list. Then copy the site address from the address bar only up to the site / sub site name discarding the page address.
E.g. : full address -
https://yourdomain.com.microsoftonline.com/projects/default.aspx
Copy only the following -
https://yourdomain.com.microsoftonline.com/projects

8. Now go back to the SPW dialog box and paste the copied address in the address bar and click enter.

9. This will open the SharePoint site in the same dialog box. In that select the relevant library or the list. Then click “select”.

10. Now the workspace is synchronized with the SharePoint library. To test this create a new document in the SharePoint library. Then click the Sync button in the workspace.

11. Click “Synchronize now”. This will create an offline copy in SPW which can be accessed even when the SharePoint site is not available.

1. Deskewing

In a production scanning set up, document pre-processing is the  most time consuming step. One objective of this step is to arrange the documents correctly by rotating (incorrectly filed documents) and aligning them together.  The De-skew facility in production capture applications helps to reduce this effort by automatically de-skewing misaligned images. The De-skew process can straighten pages which were misaligned during the document feeding process, within a specified range of degrees.

A more advanced feature is available with Kofax VRS called content based rotation. VRS can analyze the content of the image and correct the orientation accordingly.

Here is a nice illustration called “The Effects of Deskewing a Document” in ScanHelp.com  

2. Black border cropping & removing

Cropping refers to the removal of the outer parts of an image. In document scanning, black border cropping is one technique that is used to remove the unnecessary black colour borders from an image. Border cropping removes black borders from the image completely also resulting in the reduction of image height and width. However this does not reduce the resolution of the image. (This is an Illustration of border cropping).

The other technique is to replace the black coloured pixels in the borders with white colour pixels which is called black border removal. Unlike cropping this does not reduce the image size. 

3. De-speckling / Noise reduction

When scanning old documents we usually get unwanted dots (speckles) in the background. This could be in two forms; black speckles in a white background as well as white speckles in a black background. This is also known as Salt and pepper noise. (This is an example for an image with salt and pepper noise)

Whatever the form, this affects the image compression and increases the file size. De-speckling (also known as noise reduction) is the process of removing such unwanted speckles from the image background. (Illustration : noise removal) 

4. Colour drop out

Colour dropout is a proven useful technique for forms processing applications such as census projects. The idea is to discard the text boxes and lines of a scanned image. This will increase the recognition rate of OCR. Earlier scanners used specific colored lamps to achieve this. (eg : Blue Imaging Color Drop-Out Element for Kodak 9520/9500). Now this has been improved and is achieved by software.

Colour drop out accuracy directly depends on the printing quality of the forms. Only selected colors (shades of red, blue and green) can be dropped, which depends from scanner to scanner. Therefore it is essential to use the recommended color pantone (e.g. : Fujitsu PANTONE Dropout Confirmation Listing) for printing the forms.

This is a very informative article on color drop-out by the Document Doctor.

5. Thresholding

Thresholding is a technique used when scanning grayscale images and saving as Black & white.  A grayscale image will have 16 bits per pixel (representing 65,536 shades of gray) and a black & white image will have 1 bit per pixel (representing either black or white). When converting from grayscale to black & white (example :  scanning a photograph in black & white mode), each pixel having a different shade of gray should be converted in to either black or white. This point of separation is called the threshold. By changing the threshold value the output image quality will change

This is an illustration of thresholding by imagebeat.com

As shown in the above illustration this is a fixed thresholding, which is ideal for separating solid colors (e.g.: text) from background. However for images with various shades of gray a advanced version of thresholding called adaptive thresholding is used. In adaptive thresholding the threshold value is calculated independently from pixel to pixel based on the contrast. Different scanner manufacturers and capture applications have come up with many different technologies and algorithms on this such as Kodak ithresholding developed on Adaptive Threshold Processing - ATP)

6. Line Removal

Line removal is a very useful feature especially for OCR applications. This feature is used to remove unwanted lines from scanned images. These lines could be either actual content or noise. Most application forms such as credit cards, account opening etc.. consist of text boxes. Although such lines are actual content of the document, they interfere in the character recognition process hence are unwanted. Also when scanning documents that are folded or when scanning fax copies, there is a high possibility of getting unwanted horizontal lines in the scanned image. These lines, especially vertical ones can interfere in the OCR process. Also if there are any texts that intersect with these lines, they appear as broken in the scanned image resulting in incorrect text recognition.

When line removal is used, these unwanted lines will not be included in the scanned image resulting in a clean image optimized for character recognition. Also characters that are broken due to horizontal lines will be corrected. Further line removal will also reduce the image size.

Here is an illustration of line removal by Oracle.

 

7. Punch Hole filling

When filed documents having punched holes are scanned, most of the images will show these holes as black spots. In addition to the distracted appearance of the image, this results in two main problems. First is If the file contains large number of documents and the left margin is not adequate, these black spots could interfere with the actual content of the document. The second issue is that having such black spots in blank pages could interfere with the automatic blank page deletion, since they could be recognized as actual content. Earlier these black marks were removed manually which required lot of time and effort. With the advancement of image processing applications such as Kofax VRS, this can be now automated. This feature will change the color of such black spots with the surrounding image color. Most such applications take in to consideration the dimensions and locations of such black spots and compare with the different manufacturer specifications and standards. 

8. Blank Page Deletion

Blank page deletion is useful when scanning in duplex mode where some documents contain information in both sides of the document as it requires the scanner operator to manually delete the blank pages. Automatic blank page deletion will delete the pages based on a threshold value (in bytes) specified. When a page size is less than the threshold value specified, it is considered as a blank page and will be automatically deleted. Selecting this value depends on the document type and the scanner being used and usually done after some testing with few experimental values. For blank page removal to be effective, it is essential to use some of the features described above such as black border removal, de-speckling, line removal and punch hole filling.

A common issue faced when using blank page deletion is the bleed-through effect, where content in one side of the paper appearing in the other side of the page, especially in very thin papers. Because of this the blank page is mistakenly recognized as having actual content. Advanced capture applications such as Kofax VRS, tries to address this by differentiating actual content and bleed through. 

Resources

• Kofax Glossary
• VRS Image processing in action – an interactive demo
• Oracle Document Capture Overview
• Kodak perfect page scanning (demo)
• PDF - Kodak perfect page scanning matrix 

If you haven't used this;

• Go to a document library
• In the main tool bar select actions -> Open with windows explorer.

Recently when I tried this with Windows 7 and IE 8, It didn't work and got the message saying "your client does not support opening this list with windows explorer". The issue was with the "webclient service", a service which is required to access internet based files. Once this service is started, the explorer view in SharePoint worked fine.

To activate;

• START - > RUN - > type services.msc.
• This will open up the services console.
• Locate the WebClient service. Right click and select properties.
• Make the start up type as automatic and start the service. 

(Source : http://www.vistaheads.com/forums/microsoft-public-internetexplorer-general/347382-explorer-view-sharepoint-not-working-ie8.html)

Update:  (http://social.msdn.microsoft.com/Forums/en-US/sharepointgeneral/thread/f59c1734-1777-426b-a6b4-2681e345cc92)

"Open with Windows Explorer” of SharePoint site will only work for the 32-bit system.

The reason is that Web DAV functionality is provided natively by Web Client Service and extended by the Office installation of Microsoft Data Access Internet Publishing Provider(MSDAIPP). Since MSDAIPP is only 32-bit, it cannot be used by 64 bit Internet Explorer.

A workaround is to use  32-bit Internet Explorer in Win 7 64-bit system when the user needs “Open with Windows Explorer”.

Most of the times when we are presenting a solution to a client, there is one question that always pop up. “ What is the speed of your scanner?”. Almost everyone think that higher the speed of the scanner, higher the output. Well, my personal opinion is that it is not so all the times. Beyond a certain level, the scanner will be idle due to the inability to feed documents at that speed. Especially when scanning mixed documents it is not possible to use the scanner to the full speed.

The scanning speed is measured either in ppm (pages per minute) for simplex scanners or ipm (images per minute) for duplex scanners. Today there are scanners ranging from 20 ppm to 200 ppm. Unless for a service bureau (or a similar operation of scanning very high volumes of the same document type) I prefer a scanner in the range of 40 ppm or below.

2. Document size (max & min)

One of the main factors that decide the price of a scanner is the maximum size of a document that can be scanned. Generally there are scanners which can scan either up to

• A4 / legal
• A3
• larger than A3

Most of the documents that we get are either in A4 or legal size. But in practice I prefer to go for a A3 scanner, since there are lot of non standard size documents. (I wrote a separate post about the importance of document sizes here.)

Also there are few scanners that can scan extra long documents such as

• Fujitsu fi-6130 (10 feet)
• Kodak i 1440 (20 feet)

3. Feeder : Flat bed / ADF

Production scanners come either with the Auto feeder only or with the flatbed. Some new scanner models (like Kodak 1400 series) have a detachable flatbed which could be very ergonomic depending on the work layout.

A flatbed is required if you need to scan bound documents, books, fragile or very delicate documents as well as files without separating papers etc… Especially when it comes to scanning of legal documents such as contracts or deeds a flatbed would be required since these come in double legal size and cannot be separated.

4. Simplex / Duplex

Most of the today’s scanners are duplex; meaning that it can scan both sides of the document at the same time. However there are Simplex scanners also

• Fujitsu fi-5015 C
• Kodak i-30
• Kodak i-1210

Unless if you are specifically going to scan single sided documents, it is always better to go for a duplex scanner.

5. Scanning Mode - Colour / B&W

There are 3 main output formats in document scanning,

• B&W / bitonal,
• gray scale
• Colour

Most of today's scanners can scan in all 3 formats. However there could be models that do not support colour scanning. (one such model is Kodak file master, a book scanner that cannot scan in colour; I think this has been discontinued now)

Also there are some scanners (Kodak – i150 and most of others) that supports dual stream outputs. That is it can scan a colour document and save 2 images in two formats at the same time. eg : B&W and colour.

(This article, "To Scan In Color Or Not?" - by Scott Blau, CEO of Datacap, provides an overview of colour and grayscale scanning.)

6. Resolutions (optical & output)

When it comes to selecting a scanner, (especially for high quality scanning) resolution is a main factor. There are two resolutions to consider.

1. Optical resolution : This represents the actual scanning resolution the scanner is capable of scanning. So this is the important measurement.

2. Output resolution : This is the enhanced or the maximum resolution that the scanner can produce using interpolation. Output resolution is always greater than the optical resolution. But It does not add more resolution but just enlarge the image by adding extra pixels artificially. So this is not an important measurement as the optical resolution.

(This article on scantips.com gives a detailed explanation on image interpolation)

7 . Drivers and capture software

Any of today’s scanner comes bundled with one or several scanning applications and drivers. There are few things to consider here.

• drivers : there are two main sets of drivers. Twain and ISIS. Twain is an open and freely available set of drivers intended for consumer level scanners. ISIS is a proprietary standard recommended for high speed production scanners. Most of the scanners support both drivers. However if you intend to use a separate specialised capture application instead of the one that comes with the scanner, you need to check on the driver compatibility. As an example the recently introduced capture tool Kofax Desktop works with Twain drivers only. Also the famous scan snap series by Fujitsu does not support both these drivers and works on a scan snap specific driver only.

• Output formats : The combination of the scanner and the capture application will decide what are the file types (TIFF, PDF, PDF/A, etc…) that can be produced.

• Image enhancements : There are interesting and very useful image enhancement features associated with different scanners. A good example is the “perfect page” features in Kodak scanners. (pdf – perfect page matrix)

• File saving options : Different scanners have different features on saving the scanned image such as the ability to directly scan in to SharePoint.

8. Specialised scanners and accessories

The last area to consider is whether you need specialised scanners such as;

• large format / high precision scanners – : kartoscan, B&H infinity
• specialised book scanners – kirtas, i2s digibook
• mobile scanners – Xerox travel scanner
• networked scanners Fujitsu fi-6010N, Kodak Scan Station 100 Plus
• Check scanners /MICR readers – MagTek
• High speed – high capacity : IBML ImageTrac, B&H ngenuity

Resources

• Kodak scanner selector
• Fujitsu scanners
• Bell & Howell Scanner Specifier
• Xerox scanner selector
• Scantips.com

• Scanned pages at 300 DPI in full color can be compressed down to 30 to 100KB files from 25MB.
• Black-and-white pages at 300 DPI typically occupy 5 to 30KB when compressed
• For color document images that contain both text and pictures, DjVu files are typically 5 to 10 times smaller than JPEG at similar quality.
• For black-and-white pages, DjVu files are typically 10 to 20 times smaller than JPEG and five times smaller than GIF.
• DjVu files are also about 3 to 8 times smaller than black and white PDF files produced from scanned documents

This is a graphical comparison done by Lizard Tech;



There are several important technologies being used in DjVu that makes it possible to have very clear images in such small file sizes. First is the compression technology that is being used. Unlike other compressions, in DjVu a file is compressed as 3 images namely the foreground image, background image and the mask image. The mask image which is in high resolution is used to store the text layer and uses a special compression technique. It compresses a particular character only once. And instead of recording all other occurrences of the same character it records only the location of subsequent occurrences. The other two image layers are stored in colour in low resolution. Due to this high compression technology a DjVu file with lot of text is significantly lower in size than a similar file in PDF. Also the decompression of a DjVu file is done in several steps. So the user will have an initial view very quickly and after few moments only the full quality image is displayed.

These features make DjVu an ideal format for scanning colour text documents for electronic distribution. Who knows, DjVu may even replace PDF files especially when it comes to scanned colour documents such as text books. The famous million book collection is an example of using DJVU format extensively. They offer more than 1. 5 million full text books freely in the open formats such as HTML, TIFF and DJVU.

Some other useful links;

• Browser plug-ins, viewers and other technical resources
• DjVu Forum
• Vendor neutral DjVu Resources

1. The main document that we had to scan was in a non standard size. It was a bit longer than an A3 paper. This prevented us from using most of our scanners, since they were not capable of scanning papers longer than A3. Among all what we had, the only scanner capable of this at that time was the good old Kodak - I 260. Even for that we had to add additional RAM. (At present the problem is not that significant since there are several models of scanners that support scanning of extra-long documents. I will write about these in a separate post).

What we can learn from this is that it would be very much easy and cheaper to scan a standard size document than a non-standard size. The scanners are designed having considering the standard paper sizes (ISO as well as US sizes). More than that, this is a main factor upon which the price of a scanner depends on. As an example a scanner that can scan A3 size documents will cost around 4-5 times of a scanner that can scan only up to A4 or legal. So my personal opinion is that it is always good to keep your documents at A4 or legal size. This also helps a lot in the handling as well as storage of documents. Having non standard size documents will make it more difficult to file, store and even copy a document.

2. The main document was an application form which had all the filled in information in one side and the applicant's signature on the other side. That was because the second side was full of all the terms and conditions under which the customer had to place the signature. Since the signature was required to capture we had to scan both sides of the page.

If the signature was on the same side along with the other details then we could have scanned only that side of the page. This would have reduced the cost of conversion by 50% , and reduced the project duration at least by 20-30%. Not only that we would have reduced the storage and bandwidth requirements by about 30%. So this is a good example why you need to consider about the layout of the documents.

These are just two examples of how the size and the layout of documents will matter in your ECM activities.