HP 9200c Digital Sender Reviewer/Evaluator`s Guide

HP 9200c Digital Sender
Reviewer/Evaluator’s Guide
Contents
Getting to know the digital sender.................................................................................... 1
Features ............................................................................................................................ 2
New features (9200c vs. 9100c) ......................................................................................... 3
What ships with the digital sender........................................................................................ 4
Evaluating the digital sender ............................................................................................ 5
Ease of use........................................................................................................................ 6
Sending options ................................................................................................................. 9
Security .......................................................................................................................... 12
Value.............................................................................................................................. 13
Performance and scan quality ............................................................................................ 15
Reliability........................................................................................................................ 18
Network management solutions.......................................................................................... 20
A—Productivity tools and services.................................................................................. 22
HP Embedded Web Server................................................................................................ 22
HP Web Jetadmin ............................................................................................................ 24
HP Instant Support Professional Edition................................................................................ 25
B—Technical specifications............................................................................................. 26
C—Accessories and supplies .......................................................................................... 28
Contents
i
ii
Getting to know the digital sender
Welcome to the Reviewer/Evaluator’s Guide for the new HP 9200c Digital Sender. This guide will
introduce you to the digital sender and help you to conduct a successful evaluation.
The HP 9200c Digital Sender provides a fast and secure way for you to transform paper
documents into electronic workflows. Simple operation and configuration and an intuitive touchscreen graphical control panel make the digital sender easy to use for everyone in the office. This
industry-leading document capture solution rapidly scans documents, features send to e-mail out of
the box, HP Digital Sending Software 4.0 for more advanced digital sending, and offers best in
class networking to ensure that data transfers safely, quickly, and reliably.
Getting to know the digital sender
1
Features
1
1 Touch-screen, customizable
graphical control panel
with 10-key number pad
provides easy interaction
HP 9200c Digital Sender (Q5916A)
2 50-sheet automatic
document feeder (ADF)
with automatic two-sided
scanning scans documents
at up to 47 images per
minute letter (ipm) blackand-white letter (30 ipm
color)
2
3
4
3 Output bin for scanned
documents
4 Flatbed scanner for nonstandard documents
5 Open EIO slot for
increased connectivity
6 HP Jetdirect Fast Ethernet
embedded print server
enables best-in-class
networking
7 128 MB standard device
memory and a powerful
533 MHz processor
quickly performs complex
operations
8 20 GB HP highperformance EIO hard disk
provides job storage
8
7
6
5
Software features
HP Digital Sending Software (DSS) 4.0 provides the digital sender with the following features:
Function
Supported file types
Supported resolutions
Description
Send to e-mail
.PDF, .JPEG, .TIFF, or
.MTIFF file
75, 150, 200, and
300 dpi
Scan a document and send it to one or more e-mail recipients. (This function is
also embedded into the HP 9200c Digital Sender and is available right out of
the box.)
Send to
secondary
(secure) e-mail
.PDF, .JPEG, .TIFF, or
.MTIFF
75, 150, 200, and
300 dpi
Send a document from the device to a third-party secure e-mail solution from
vendors such as Authentica and Omtool.
Send to
LAN/Internet fax
.PDF, .JPEG, .TIFF, or
.MTIFF
75, 150, 200, 300,
400, and 600 dpi
Scan a document and send it to a Local Area Network (LAN) fax, Internet fax,
or Windows® 2000 fax destination.
Send to workflow
.XML, searchable .PDF,
.TXT, .RTF (Microsoft
Word-compatible), and
.HTML, .PDF, .JPEG,
.TIFF, or .MTIFF
75, 150, 200, 300,
400, and 600 dpi
Scan a document and save it to a network folder or file transfer protocol (FTP)
site along with a file containing additional information about the document. A
third-party software program can then retrieve and decipher the information,
and perform the appropriate operation on the scanned image. With included
OCR software, you can convert scanned documents into multiple file types. A
printer can also be set up as a workflow destination, allowing scanned
documents to be printed.
Send to network
folder
.PDF, .JPEG, .TIFF, and
.MTIFF
75, 150, 200, 300,
400, and600 dpi
Scan a document and send it to a folder on the network.
2
Getting to know the digital sender
New features (9200c vs. 9100c)
In order to highlight the new features of the HP 9200c Digital Sender, the following table compares
the new device to the HP 9100c Digital Sender.
HP 9200c Digital Sender
HP 9100c Digital Sender
Benefits
Up to 15 ipm black-and-white letter
(up to 4 ipm color letter)
Faster scanning
133 MHz processor
Improved performance
Control panel with backlit LCD
Intuitive, customizable graphical
control panel is easier to use
Not available
Increases efficiency and reduces user
interaction
Either 10 Base T, Token Ring, or
10/100 Base-TX
Embedded print server offers highperformance networking, open EIO slot
increases your connectivity options
10,000 pages per month
More robust design
128 MB RAM standard
16 MB RAM standard
Increased standard memory
20 GB HP high-performance EIO hard
disk drive
Greater than 5 GB EIO hard disk drive
More space available on the hard disk
HP Jetdirect Fast Ethernet embedded
print server provides advanced security
with password-protected configuration,
Secure Sockets Layer (SSL), Transport
Layer Security (TLS), Simple Network
Management Protocol (SNMP)
Version 3, and 802.1x authentication
Not available
Prevents unauthorized access to the
digital sender to keep private data
confidential
Provides the option to thoroughly erase
documents stored on the device hard
drive
Not available
Keeps private data confidential
Offers an encrypted e-mail channel,
security lock for the hard disk,
Kerberos and LDAP authentication
Not available
Keeps private data confidential
Performance
Up to 47 ipm black-and-white letter
(up to 30 ipm color letter)
Up to 46 ipm black-and-white A4
(up to 29 ipm color A4)
533 MHz processor
Interface
Graphical control panel with touchscreen, 640 by 240 half VGA display,
2 bits mono (4 levels of gray)
Paper handling
Automatic two-sided scanning
Connectivity
HP Jetdirect Fast Ethernet embedded
print server
Two EIO slots, one open
Duty cycle
60,000 pages per month
Memory and storage
Security
Getting to know the digital sender
3
What ships with the digital sender
The HP 9200c Digital Sender ships with the
following:
•
Getting started guide
•
HP DSS 4.0 CD and documentation CD
•
Optional control panel overlays
•
Power cord
HP DSS 4.0 is an integral part of the HP 9200c
Digital Sender, allowing the device to transform
scanned images into files that improve the
efficiency of your business. To use the product,
you must install software on a server with at least
Pentium® III or higher and 256 MB RAM (512 MB
RAM if you will be generating OCR output).
4
Getting to know the digital sender
Evaluating the digital sender
Traditionally businesses have relied upon a variety of hardcopy tools, including printers, fax
machines, and copiers, to create and distribute business content. While the functionality offered by
these tools remains important, advances in digital technology, the rise of the Internet, and the
increasing popularity of e-mail have changed the hardcopy needs of users. By adequately
addressing these hardcopy needs, a business can increase user productivity and operating
efficiency—compelling reasons for choosing the right imaging solution. However, before you can
select the right solution, you must have an understanding of document creation.
The HP 9200c Digital Sender enables administrators to streamline and transform their businesses’
document workflow and convert paper-based content to electronic format for sending or sharing.
Based on extensive market research and customer feedback of its products, HP has identified user
needs in seven key categories. These categories should be closely examined as businesses consider
the purchase of a digital sender. In this section, we will examine each of these and how the
HP 9200c Digital Sender meets the criteria in each category.
1—Ease of use
2—Convenience
3—Security
4—Value
5—Performance and scan quality
6—Reliability
7—Network management solutions
The HP 9200c Digital Sender provides superior performance and the industry’s simplest, most
intuitive design, enhancing HP’s reputation for producing the most reliable printing and imaging
devices on the market. During your evaluation, we invite you to compare the HP 9200c Digital
Sender to other competing products to see why it is the best choice for your workplace!
Evaluation guidelines
As you design tests and conduct your evaluation, remember the following guidelines:
•
Consider the typical end-user’s digital sending needs.
•
Simulate the end-user’s environment.
•
When testing more than one product, try to make a fair comparison between products by
setting up in the same environment and testing similar settings and configurations.
Analyze each of the elements of the digital sending process, but remember that the elements work
together as part of the whole solution. (For instance, performance claims mean very little if
documents scan or send incorrectly or with poor quality.)
Evaluating the digital sender
5
Ease of use
Simple, intuitive device
The HP 9200c Digital Sender was designed to be easy-to-use and offers both administrators and
end-users reliable, efficient digital sending to help increase productivity and improve business
communication.
Easy to operate and maintain, is designed to integrate seamlessly into your business environment,
allowing you to invest your time in other issues and reducing your day-to-day business concerns.
Intuitive graphical control panel
The touch-screen graphical control panel features an integrated design that allows you to monitor
job status and operate the device for simple scanning and digital sending. Used across several
HP devices, 1 the intuitive control panel provides a consistent look and feel for users of HP products.
The control panel presents several menus that allow you to set system defaults, customize settings
for a particular job, and provides access to stored jobs. For efficient digital sending, the touchscreen graphical control panel features a localized virtual keyboard.
The control panel offers:
•
•
•
•
•
Simple to use, custom menu keys allow you to route documents to different predefined locations
Clear feedback during interaction with the touch-screen graphical display
Support for learning how to use product features
Clear instructions and illustrations
Easy-to-read status messages in one location
The control panel includes a touch-screen graphical display with contrast adjustments, five jobcontrol buttons, a numeric keypad, three light-emitting diode (LED) indicator lights, and Sleep mode
button/light to enter Sleep mode.
Menu
button
Contrast
adjustment
Sleep mode
button/light
Status
button
Ready
light
Reset
button
Data
light
Stop
button
Attention
light
Touch-screen graphical display
Start button/
Ready light
The control panel is also featured on the HP Color LaserJet 9500mfp, the HP LaserJet 9040/9050mfp, and
the HP LaserJet 4345mfp series.
Evaluating the digital sender
1
6
Numerical keypad
Efficiently scan documents
The 50-sheet automatic document feeder (ADF) scans letter-sized documents at up to 47 images per
minute (ipm) black-and-white and 30 ipm color (46 ipm black-and-white and 29 ipm color A4) and
features automatic two-sided scanning, allowing unattended scanning and eliminating the need for
you to stand by the device and handle every page. The ADF supports a variety of sizes, including
from 3.9 by 5.8 in (100 by 148 mm) to 8.5 by 14 in (215.9 by 355.6 mm), and weights from
16 to 32 lb (60 to 120 g/m2). For bound or irregular documents, simply use the flatbed scanner
for easy digital sending.
Process documents simply and effectively
With Optical Character Recognition (OCR), scanned images can be converted to common file
types with editable and searchable text at the touch of a button. File types include searchable .PDF,
.HTML, .XML, .RTF (Microsoft Word-compatible), and .TXT. The digital sender’s OCR capabilities
also enable accurate routing of document information.
Extensive user help
The device includes two types of help:
•
What is this? help provides information on any item on the touch screen.
•
Self-help provides access to extensive help on the Web. Access the online self-help by selecting
HP Instant Support Professional Edition from the HP Embedded Web Server.
Comprehensive compatibility
•
The HP 9200c Digital Sender is designed for business and is compatible with a wide range of
operating systems and networks.
•
HP DSS 4.0 is designed to work with many third-party software applications to optimize your
digital sending options. You may send a document from the device to a third-party secure
e-mail solution from vendors such as Authentica and Omtool.
•
An open EIO slot enables third-party solutions and additional network connectivity. Enjoy
flexibility and freedom with the HP Jetdirect 680n 802.11g wireless Ethernet print server.
Productivity tools and services
Powerful tools and services provide convenient access to device information, settings, and support.
For more information, see Appendix A, “Productivity tools and services“ on page 22.
HP Embedded Web Server
Allows you to view device and network status and to manage functions from your computer
instead of from the control panel; enables proactive one-on-one management.
HP Web Jetadmin
HP Web Jetadmin provides network managers a single support tool to install, monitor, and
troubleshoot a wide range of network-connected devices from an intuitive browser interface.
While the HP Embedded Web Server is used to manage a single device, HP Web Jetadmin is
used to manage groups of devices.
HP Instant Support
Professional Edition
Connects you to the HP Web site to help you solve problems and answer questions. This
service analyzes your device error log and configuration information to provide diagnostic
and support information specific to your digital sender.
HP Digital Sending
Configuration Utility
Allows network managers to support HP DSS 4.0 across multiple HP 9200c Digital Senders as
well as supported HP LaserJet MFPs. 2
2
Supported products include: HP Color LaserJet 9500mfp (C8549A), HP LaserJet9040mfp (Q3726A) and 9050mfp (Q3728A), HP LaserJet
4345mfp (Q3942A), and HP 9200c Digital Sender (Q5916A).
Evaluating the digital sender
7
Evaluation
Setting up the digital sender
Unbox and set up the digital sender, using the product documentation as a guide. Consider the
following:
•
Is the user documentation helpful?
•
How does the overall product design contribute to ease of use?
Testing product software
1. Install the digital sending software and other device software and then scan some test pages.
2. Note how well the product fits into your existing environment.
3. Evaluate the product software after installation:
•
Is the software easy to use?
•
What device management tools are available?
Interacting with the control panel
Interact with the control panel. When comparing products, consider the following:
•
In general, is the control panel easy to use?
•
How easy is it to determine device and scan job status?
•
Can you easily use the control panel to digitally send to your desired location?
•
Can you access help options from the control panel?
Considering product features
8
•
Does the range of supported paper and paper sizes meet your needs? Does the product allow
you to scan non-standard documents?
•
If the product features an ADF, what is its capacity?
•
Is automatic two-sided scanning available?
•
Does the product fit into your network environment?
•
Does the product feature additional connectivity options?
Evaluating the digital sender
Sending options
Improve business efficiency
HP Digital Sending Software 4.0
The HP 9200c Digital Sender features send to e-mail out of the box, but the full capabilities of the
HP 9200c Digital Sender are realized with HP Digital Sending Software (DSS) 4.0,3 which is
included standard with the device. HP DSS 4.0 is the entry-level member of a family of server-based
software products that enables paper documents to be incorporated into electronic business
processes at the touch of a button. HP DSS 4.0 allows digitized information to be sent quickly and
securely to network folders, printers, and fax services, improving overall efficiency and business
productivity, and reducing the costs of sharing and storing information.
Digital sending helps you convert your paper documents to digital format so you can work with the
information more easily. The benefits to your business can be significant:
•
•
•
Improve productivity and be more competitive
Merge paper and electronic data so both are easier to share, edit, print, store, and retrieve
Streamline business processes to reduce costs
Optional HP AutoStore for advanced digital sending
For more advanced digital sending needs, you can purchase HP AutoStore. HP AutoStore is the
premium member of a family of server-based software products designed to streamline your
business. HP AutoStore sends to multiple document-management applications as well as network
folders, printers, and fax services. The software comes standard with routing to Microsoft®
SharePoint Portal Server (version 2003), Microsoft Exchange, and Lotus Notes for easy integration
into existing management systems. This market-leading software was Transform Magazine’s Digital
MFP-based Capture Product of the Year (2003) because it helps medium and large businesses with
decentralized, paper-intense workflows to enhance productivity, manage costs, and improve
customer service.
Choose from multiple sending options
The HP 9200c Digital Sender allows you to send to multiple destinations, including:
•
•
•
•
•
E-mail
Secondary (secure) e-mail
Fax
Workflow
Network folder
HP DSS 4.0 supports Windows 2000 Professional (Server or Advanced) or Windows XP Professional,
Windows 2003 Standard Server or Enterprise Server (Windows Clustering Services also supported)
3
Evaluating the digital sender
9
For send to workflow jobs, the administrator may enable custom keys that ensure documents get
coded correctly and sent to their intended destinations, such as a network folder or FTP site. The
administrator creates prompts that appear on the intuitive touch-screen graphical control panel and
direct senders to fill in the correct indexing information before the document is scanned. A thirdparty software program monitoring the network folder or FTP site can then retrieve and decipher the
information, performing the specified operation on the scanned document. The system administrator
can also set up a printer as a workflow destination, which allows users to scan a document and
then send it directly to a network printer to be printed.
For other jobs, you can use Settings on the control panel to change the settings for the scanned
document that you are creating (for example, the file type that you want). The following settings are
available:
Setting
Options
Description
Color
Black-and-white
Use this option when the original is black-and-white, or when you want to send a
more complex original as black-and-white in order to reduce file size and
transmission time.
Color
Use this option when the original contains shades of gray, a mix of text and
illustrations, or a mix of color and black-and-white areas. This choice increases file
size and transmission time.
.PDF
This is the default setting, offering the best overall text and graphics quality.
Recipients must have Adobe® Acrobat® Reader installed on their computers to read
this type of file. When used for e-mail, this option produces one e-mail attachment
that contains all of the scanned pages.
.TIFF
This is a standard file type that can be brought into software programs and modified
by the recipient. When used for e-mail, this option produces one e-mail attachment
for each scanned page.
.MTIFF
This is a multi-page .TIFF file that saves multiple scanned pages as a single file. The
files can be brought into software programs and modified by the recipient. When
used for e-mail, this option produces one e-mail attachment that contains all of the
scanned pages.
.JPEG
This file type is best for viewing through an Internet browser. The files can be brought
into software programs and modified by the recipient. When used for e-mail, this
option produces one e-mail attachment for each scanned page.
File type
Multiple additional file types are available when an OCR conversion is performed.
Resolution
File size
Enhance
Note
10
•
75 dpi
•
150 dpi
•
200 dpi
•
300 dpi
•
400 dpi (send to workflow or network folder only)
•
600 dpi (send to workflow or network folder only)
•
Small
•
Standard
•
Large
•
Sharpness
•
Background
removal
This setting controls the compression level performed on the file before sending. The
default level is standard. If you wish to reduce file size, use the Small setting, but be
aware that image quality will be affected.
This setting alters the sharpness or background-removal settings for the scanned
image. The sharpness setting enhances the edges of the printing so that faint or fine
text and graphics are reproduced more sharply. The background removal setting is
useful when the original is on colored paper or is two-sided. Removing the
background can prevent blurring or streaking in the output image.
For send to fax jobs, only the sharpness and background removal settings are available.
Evaluating the digital sender
Evaluation
Scan material typical for your day-to-day business, whether edited copy, reports, booklets, or other
professional documents. While you perform your evaluation, consider the following:
•
The digital sender should be easy to use. From the touch-screen or control panel, how easy is it
to select sending options? Is it easy to navigate through menus and to send to e-mail, fax, and
network folders from the device?
•
What software solutions are available?
•
Can you adjust file creation settings for the digital sender? What settings are available?
Evaluating the digital sender
11
Security
Send digital data securely
The HP 9200c Digital Sender offers peace of mind when sending confidential information.
•
HP DSS 4.0 uses a company’s existing network authentication process—whether LDAP
(Lightweight Directory Access Protocol), NTLM, Novell, or Kerberos—to verify user
identification and allow access both from the user and to the supported send-to destinations.
•
Select the secure send key on the HP 9200c Digital Sender to transfer data via a secure
channel from the device to the server running HP DSS 4.0. The digital data is encrypted before
it leaves the device, protecting it from outside access and allowing it to safely arrive at its
destination. This data can then be integrated with third-party secure send applications from
partners such as Omtool and Authentica.
•
As a safeguard, when you scan a document, the digital sender automatically makes a copy of
the document and stores it on its hard drive. For offices with highly confidential information,
enhanced security features allow the device hard drive to be wiped clean. This protects
information from being accessed by those who aren’t intended to see it.
•
The HP Jetdirect Fast Ethernet embedded print server provides advanced security with
password-protected configuration, Secure Sockets Layer (SSL), Transport Layer Security (TLS),
and Simple Network Management Protocol (SNMP) Version 3.
Evaluation
Consider the security features of the digital sender:
12
•
Does the digital sender offer a secure login? Is this login linked to your network authentication
login?
•
Are any security measures in place to ensure that data transmissions from the digital sender to
the server are protected?
•
Does the digital sender save scanned documents? Do you have the option to completely erase
these files?
•
What network security measures are in place?
Evaluating the digital sender
Value
Receive an excellent return on investment
A successful digital sender has to offer more than just superior performance and outstanding scan
quality. When making a purchase decision, most businesses attempt to determine a product’s
overall value. The value of a product encompasses everything from the initial investment to support
and maintenance costs.
With the HP 9200c Digital Sender, you realize an excellent return on your investment. A number of
elements designed into the HP 9200c Digital Sender contribute to significant cost savings over time.
Re-engineer your workflow
The HP 9200c Digital Sender enables customers to rethink their communication processes and
distribute digital paperwork around the corner or around the world. Doing so can dramatically cut
printing and paper expenses. HP DSS 4.04—standard with the digital sender—reduces manual
processes and not only enables content to be available sooner and processes to be initiated faster,
but also cuts down on the costs of physically handling and distributing information.
Incorporating paper documents into an electronic infrastructure saves money by reducing
overhead. Eliminate the costs of physical storage, manual processes like retyping and centralized
scanning, and hardcopy distribution such as analog faxing, postage, and courier services.
HP DSS 4.0 streamlines your document workflow by incorporating paper documents into business
processes to improve efficiency and productivity and to save money. Add optional HP AutoStore
software to DSS 4.0 and transform your document workflow. HP AutoStore effortlessly routes
information to document management applications such as Microsoft SharePoint Portal Server
(version 2003), Microsoft Exchange, and Lotus Notes.
Efficient management
•
HP DSS 4.0 offers the tracking power to help you troubleshoot intelligently: a LOG file provides
event records similar to Windows event log tracking. The administrator receives e-mail alerts for
user and system generated errors.
•
The software easily integrates into your existing environment by leveraging existing IT
infrastructure—network authentication, e-mail addresses and fax services—for an increased
return on your IT investment.
HP DSS 4.0 supports Windows 2000 Professional (Server or Advanced) or Windows XP Professional,
Windows 2003 Standard Server or Enterprise Server (Windows Clustering Services also supported)
4
Evaluating the digital sender
13
•
Install and manage multiple instances of HP DSS 4.0 with the HP Digital Sending Configuration
Utility. The utility allows you to configure and regularize settings and options for each instance
of HP DSS 4.0.
•
Save time and resources with the HP Embedded Web Server, which provides customizable
e-mail status alerts and allows you to remotely perform diagnostics and job accounting. Use
HP Web Jetadmin to manage fleets of network peripherals. HP Web Jetadmin provides
network managers a single support tool to install, monitor, and troubleshoot a wide range of
network-connected devices from an intuitive browser interface.
Worry-free operation
The product comes standard with a one-year on-site warranty. In addition, a wide array of service
and support options are available, including maintenance support and extended on-site warranties,
which vary by region.
By far the biggest contributor to user productivity is the reliability of HP equipment, support, and
service. Instead of experiencing frustration and downtime while waiting for repair, users are getting
their work done.
Evaluation
Value is more than just purchase price. To calculate a product’s true value, consider the following
factors:
14
•
Initial purchase price, including all accessories. To ensure accurate comparisons between
manufacturers, be sure to compare street prices (or what you actually pay) instead of list
prices.
•
Cost of digital sending software or additional software. (The HP 9200c Digital Sender comes
standard with HP DSS 4.0.)
•
Warranty and service costs.
•
User productivity costs.
•
How easy is it to learn to use the product?
•
How easy is it to process your documents correctly?
Evaluating the digital sender
Performance and scan quality
Enable business efficiency
Product performance is more than a measure of pages per minute. Rather, product performance is
the speed at which a product can turn your original documents into electronic files and send them
to their destination. The time it takes for the device to process a job depends on the following
variables:
•
•
•
•
•
•
•
The device’s network configuration
The amount of device memory installed
The network operating system and configuration
The throughput speed of the network print server
The file type of scanned job
The dpi of scanned job
The number of jobs being processed
A better performing product leads to higher productivity in your workplace. You spend less time
waiting, your job processes more quickly, and network traffic is minimized.
Improve productivity
With a 533 MHz processor, 128 MB standard RAM, and a powerful HP Jetdirect Fast Ethernet
embedded print server, the product is designed to process jobs quickly for increased uptime.
Depend on office efficiency with the digital sender. With the 50-sheet ADF, scan letter-sized
documents at up to 47 ipm for black-and-white and 30 ipm for color (46 black-and-white and
29 ipm color A4). The scanner features up to 600 by 600 dpi resolution with 8-bit color depth for
high-quality scanning.
Evaluating the digital sender
15
Evaluation
Creating samples
First, develop a group of sample documents that represent what an end-user typically scans. This is
the best method for determining if a product is suited to your environment.
Note
It is important to test files like those that a typical user will scan. Most samples included
with a product have been optimized for that product and may not reflect the results you
will receive in your day-to-day business.
When evaluating performance, your samples should include color documents as well as black-andwhite of varied complexity. The samples should have different elements (text, graphics, and
photographic images) and should vary in complexity and page length. Some suggested content
includes simple text documents, mixed text and graphics, and complex graphics containing
photographic images.
Simple: text, line art, and
basic clip art
Mixed: from complex text
to a mixture of text and
medium-complexity
Complex: photographic images and
graphics
advanced graphics (using overlays or fill
patterns)
Different manufacturers provide different scanning modes. Try to compare similar modes to achieve
a fair comparison.
Evaluation guidelines
Before you scan the sample documents, make sure that your test environment simulates the
end-user’s and that you make a fair comparison between products. Follow the guidelines below:
Measure performance from the end-user’s perspective.
16
•
Test multiple media sizes and types.
•
Test digital sending features (scan to e-mail, fax, network folder, and workflow, as well as
different resolution, file types, and file size settings).
•
Test and compare default settings. (What settings will the end-users use most often?)
Evaluating the digital sender
When evaluating more than one product, it is crucial that you make a fair comparison between
products.
Scan the same files on all products, using the same originals and the same or equivalent settings.
Follow the guidelines below when measuring performance:
•
Be sure to measure the amount of time it takes to scan a complete document. (For example,
you might scan a ten-page, color, two-sided document.)
Note
A digital sender is designed to scan multiple-page documents. We suggest that you scan
either multiple-page documents or multiple copies of a single page.
•
Record any error messages.
•
Perform each test three times to obtain an average. If the variances in the three tests are too
much, discard the result, check the system, and redo the test.
•
Check the files sent. Look at each page to make sure all text and graphics scanned correctly.
Files that scan significantly faster on one product may have low quality.
•
When comparing product performance, look beyond the speed trial data and consider the
acceptability of the file sent. There are definitely tradeoffs in speed vs. scan quality, but as you
review your results, look at the samples and consider whether the quality meets your
standards.
Evaluating the digital sender
17
Reliability
Depend on HP reliability
The HP 9200c Digital Sender sets the standard for industry reliability and provides a worry-free
document management solution. If you ever do need service and support, HP’s Customer Care is
one of the best. By being certain of a maximum uptime, you’ll boost productivity and end
frustration.
Reliability matters
•
The HP 9200c Digital Sender has HP’s legendary reliability and ruggedness. With a duty cycle
of up to 60,000 pages per month, this device is built to stand up to the demands of today’s
fast-paced business environment and keeps intervention rates low.
•
HP conducts extensive testing, processing millions of test pages with a variety of applications
and file types, in multiple environments.
•
The product comes standard with a one-year on-site warranty.
Excellent HP support
HP Customer Care includes all of HP’s support programs and technologies, keeping commercial
customers, small businesses, and individual consumers up and running. HP Customer Care offers
full-service support through a broad range of services, including setup and installation, warranty
upgrades, troubleshooting tools, repair and exchange services, phone and Web support, software
updates, and self-maintenance services.
The HP Customer Care web site (www.hp.com/go/support) provides customers with free, one-stop
access to technical support for more than 600 HP products, including personal computers, printers,
and imaging products. HP Customer Care call centers also provide technical support from
numerous call centers worldwide.
18
Evaluating the digital sender
Evaluation
At HP, we typically test our products in various environmental conditions to evaluate product
reliability. We run the products to the end of their life and record jam and misfeed rates.
This kind of extensive, long-term testing is beyond the limits of most company’s resources; however,
it is possible to estimate their product’s engine reliability. One option is to compare other
manufacturers’ duty-cycle ratings, base warranty (make sure it is at least one-year), and three-year
warranty costs. When comparing the HP 9200c Digital Sender with products from other
manufacturers, consider the following:
•
Does the product perform consistently under various environmental conditions?
•
Is scan quality consistent?
•
How easy is it to maintain the product?
Evaluating the digital sender
19
Network management solutions
Unsurpassed HP Jetdirect networking
The HP 9200c Digital Sender is designed to integrate seamlessly into all major networking
environments. Support for industry-leading network management tools provides convenient and
efficient device administration. In addition, the HP 9200c Digital Sender incorporates sophisticated
hardware and software features to make device management scalable to meet your business
needs.
Robust networking
The HP Jetdirect Fast Ethernet embedded print server is compatible with most major network
operating systems and protocols. Support for Internet protocols such as TCP/IP enhances the digital
sender’s versatility when administering over company intranets. HP Jetdirect print servers provide
the simplest, most reliable way to share printing devices.
•
The HP Jetdirect Fast Ethernet embedded print server supports Microsoft® Windows 98, Me,
NT 4.0®, 2000, XP, XP 64-Bit, Server 2003; Novell NetWare 3.2, 4.2, 5.x, 6.x; Apple Mac
OS 8.6 and later; Red Hat Linux 6.x and later; SuSE Linux 6.x and later; HP-UX 10.20, 11.x;
Solaris 2.5x, 2.6, 7, 8, 9, 10 (SPARC systems only); IBM AIX 3.2.5 and later; MPE-iX; Citrix
MetaFrame; and Windows Terminal Services.
•
Enable 802.11b networking with the optional HP Jetdirect 680n wireless internal print server.
Wireless solutions provide the ultimate in office flexibility without costly and time-consuming
wiring constraints.
Manage from anywhere
With HP Web Jetadmin and the HP Embedded Web Server, busy MIS/IT managers can configure,
monitor, and troubleshoot via the Internet using Netscape or Microsoft Web browsers. HP Web
Jetadmin lets you use one management utility for all networked peripheral, simplifying management
and improving uptime. HP Web Jetadmin enables simple remote installation, configuration,
diagnostics, and proactive management of multiple devices.
20
Evaluating the digital sender
Evaluation
When evaluating network capability, it is important to test the network solution for both the network
administrator and the end-user.
For the network administrator
•
Determine if your network operating systems are supported.
•
Install and configure the product and administrative software and simulate connecting endusers. (Keep track of the resources and time required, and the ease of setup.)
•
Examine the following:
•
Ease of network installation
•
Network security
•
Product diagnostics and troubleshooting
•
Product alerts and status
•
Product grouping, filtering, or mapping
Note
Try to assess the time efficiency and convenience of the network management utilities.
For the end-user
Make sure that the user can easily determine:
•
What devices are available?
•
Where are they relative to my desk?
•
What are their features?
•
What is the digital sender’s status?
•
Is my job done yet?
The user does NOT want to know:
•
Status of all the devices on the network.
•
Diagnostic information for all devices on the network.
Evaluating the digital sender
21
A—Productivity tools and services
The HP LaserJet productivity tools and services provide convenient access to device information,
settings, and support, and are available for the life of your product—even after the warranty
expires. They include the following:
•
•
•
HP Embedded Web Server
HP Web Jetadmin
HP Instant Support Professional Edition
HP Embedded Web Server
The HP Embedded Web Server provides a universal interface to the device that anyone with a
network-connected PC and a standard Web browser can easily access. It requires no special
software to install or configure. The HP Embedded Web Server allows you to display status
information, change settings, and manage the device from your computer.
The HP Embedded Web Server requires a connection to the network via an HP Jetdirect print
server, which comes standard with the HP 9200c Digital Sender. To use the HP Embedded Web
Server, you need the following:
•
A TCP/IP-based network
•
A supported Web browser installed on your computer
Note
You can gain access to the HP Embedded Web Server from any operating system that
supports the TCP/IP protocol and a Web browser. You cannot view the HP Embedded
Web Server pages from outside a firewall.
You do not have to have Internet access to open and use the HP Embedded Web Server.
Using the HP Embedded Web Server
When the device is connected to the network, the HP Embedded Web Server is automatically
available. The HP Embedded Web Server allows you to view device and network status and to
manage device functions from your computer instead of from the control panel. Below are
examples of what you can do using the HP Embedded Web Server:
•
•
•
22
View device status information
View and change the control panel menu configuration
View and change network configuration
Appendix A—Productivity tools and services
Accessing the HP Embedded Web Server
You can access the HP Embedded Web Server in the following ways:
•
From a Web browser
In a supported Web browser on your computer, type the IP address assigned to the device. For
example:, if the device’s IP address is 123.456.789.123, you would type
“http://123.456.789.123” into your Web browser’s Address or Go to field. (The device IP
address is listed on the Jetdirect Configuration page.)
•
From HP Web Jetadmin
Note
After you access the HP Embedded Web Server, you can bookmark it in your browser so
that you can return to it quickly in the future.
The HP Embedded Web Server has the following sections:
•
Information tab
•
Settings tab
•
Networking tab
Appendix A—Productivity tools and services
23
HP Web Jetadmin
HP Web Jetadmin is a simple, Web-based peripheral management utility for remotely installing,
configuring, and managing a wide variety of HP and non-HP network peripherals. With advanced
security features, you can be assured that HP Web Jetadmin and your network-connected
peripherals are well protected. HP Web Jetadmin increases business productivity by helping you
manage supplies, proactively address potential printing problems, configure peripheral drivers,
and update firmware. Best of all, HP Web Jetadmin provides all of the peripheral management
capabilities you need in one easy-to-use Web browser interface.
Note
HP Web Jetadmin is not included with the device installation software but can be
downloaded from the HP Web site at www.hp.com/go/webjetadmin.
Remote management
•
Easily install and manage peripherals. Through a standard Web browser, you can configure
devices, conduct remote diagnostics, update firmware, and organize devices into groups.
•
Navigate quickly and easily. The tree-structured layout is easy to use thanks to an intuitive,
task-oriented interface.
•
Take advantage of complete management. Expandable functionality via optional plug-ins
allows all printing needs to be easily managed. Firmware can be installed, configured, and
updated simultaneously for all supported devices within a list or group.
•
Employ time-saving autogrouping features. Autogrouping allows administrators to have newly
discovered devices automatically placed into a group based on filter criteria.
Proactive management
•
Solve problems preemptively. Management of HP and other standards-compliant devices
allows you to solve potential problems before they impact user productivity.
•
Automatically e-mail device alerts and real-time status reports. Configure which devices to
monitor, the content of the message, and who receives the notification.
•
Protect your investment. The intelligent update feature lets you download the latest device
plug-ins, language packs, or application plug-ins without requalifying or reinstalling HP Web
Jetadmin.
Advanced security
24
•
Relax with secure network settings. HP Web Jetadmin supports Secure Socket Layer (SSL) and
Simple Network Management Protocol (SNMP) v 3.0 for even greater security.
•
Rely on simple, cost-effective administration with Windows NT user authentication. System
administrators can associate each user’s NT Domain account with a profile on the HP Web
Jetadmin server.
Appendix A—Productivity tools and services
HP Instant Support Professional Edition
HP Instant Support Professional Edition (ISPE) is a suite of Web-based troubleshooting tools that
analyzes your HP device data as well as your Microsoft Windows operating system to provide
automated solutions online. Working with information collected by the HP Embedded Web Server,
HP ISPE delivers custom-tailored solutions to your device issues and includes access to Windowsrelated functions, such as driver update checks and the ability to troubleshoot your complete
HP desktop and peripherals environment.
HP expert help online
HP ISPE’s Active Chat allows you to get personalized Web-based help from an HP support expert
on demand. Simply submit a question or a description of your problem. Your recent history, system
configuration, and the actions you have already taken are securely encrypted and, upon your
approval, automatically forwarded to HP. An HP support expert will work to resolve your problem
through a real-time chat session.
Knowledge at your fingertips
The HP ISPE knowledge database enables you to quickly find answers to your questions. Submit a
query, and a powerful search engine responds with the information you need.
Appendix A—Productivity tools and services
25
B—Technical specifications
Product number
Q5916A
Scan speed
Letter: 47 ipm black-and-white, 30 ipm color
A4: 46 ipm black-and-white, 29 ipm color
Processor
533 MHz
Memory
128 MB
Hard disk
20 GB HP high-performance hard disk installed in one EIO slot
Control panel
Touch-screen, 640 by 240 half VGA, 2 bits mono (4 levels of gray)
Duty cycle
60,000 images per month
Connectivity
HP Jetdirect Fast Ethernet embedded print server and one open EIO slot
File formats
PDF, TIFF, MTIFF, JPEG (additional formats available from send to workflow using OCR, including
XML, searchable PDF, TXT, RTF (Word compatible) and HTML)
Scanner resolution
600 by 600 dpi
LAN fax/Internet fax
providers supported
Any Way, AccPac, Biscom, Captaris, Castelle, Cycos-mrs, Esker, FAXSys, Intercope, Fenestrae,
GFI, Gold Fax, Imecom, Interstar, Omtool, RedRock, RTEFax, Tobit, Topcall, Zetafax, NET
SatisFAXtion
Paper handling
50-sheet automatic document feeder (ADF) with automatic two-sided scanning
Flatbed platen glass for non-standard originals
Supported paper
sizes
ADF: 3.9 by 5.8 in (100 by 148 mm) to 8.5 by 14 in (215.9 by 355.6 mm) letter, legal, A4, A5,
custom
Flatbed: Up to 8.5 by 11 in (216 by 279 mm)
Supported paper
weight
ADF: 16 to 32 lb (60 to 120 g/m2)
Media types
Paper, transparencies, labels (via glass), cards (via glass)
Environmental
ranges
Recommended operating temperature: 68 to 81° F (20 to 27° C)
Maximum operating temperature: 32 to 104° F (0 to 40° C)
Recommended operating humidity: 20 to 70 percent RH
Storage humidity: 15 to 90 percent RH
Acoustics
Power: active (47 ipm): 51 dB(A)
Pressure: active (47 ipm): 66 dB(A), standby: 39 dB(A)
26
Power consumption
95 watts maximum (ENERGY STAR® compliant)
Dimensions
(w by d by h)
18 by 23 by 13 in (453 by 572 by 340 mm)
Weight
50 lb (23 kg)
Network operating
systems
Via the HP Jetdirect Fast Ethernet embedded print server: Microsoft Windows 98, Me, NT 4.0,
2000, XP, XP 64-Bit, Server 2003; Novell NetWare 3.2, 4.2, 5.x, 6.x; Apple Mac OS 8.6 and
later; Red Hat Linux 6.x and later; SuSE Linux 6.x and later; HP-UX 10.20, 11.x; Solaris 2.5x, 2.6,
7, 8, 9, 10 (SPARC systems only); IBM AIX 3.2.5 and later; MPE-iX; Citrix MetaFrame; Windows
Terminal Services
Appendix B—Technical specifications
Network protocols
Via the HP Jetdirect Fast Ethernet embedded print server: TCP/IP (IP Direct mode; may require
software from the NOS vendor or third party vendor: LPD, FTP, IPP), IPX/SPX, DLC/LLC, AppleTalk,
Auto-IP, Apple Rendezvous compatible, NDS, Bindery, NCP, Telnet, SLP, IGMP, BOOTP/DHCP,
WINS, SNMP (v 1, v 2c, v 3), HTTP
Operating systems
Compatible with Microsoft Windows 95, 98, NT 4.0, Me, 2000, IBM OS/2 version 3.0 or
greater (Web), Mac OS 7.5 or greater, Linux (Web)
HP DSS 4.0
supported network
operating systems
Server OS requirements:
Windows 2000 Professional (Server or Advanced) or Windows XP
Professional, Windows 2003 Standard Server or Enterprise Server 5
Pentium III or higher computer
256 MB of RAM (512 MB if generating OCR output)
200 MB of hard disk space
CD-ROM drive
Fast Ethernet 100 Base-TX, Ethernet 10Base-T, or 10Base-2 (BNC)
Novell support requirements:
Novell NetWare version 3.12, 3.2, 4.11, 4.2, or 5 running on the
Novell NetWare server
Novell NetWare Client version 4.6 (or later) installed on the
Windows computer that runs the HP DSS 4.0 software
Warranty
5
One-year, on site warranty
Windows Clustering Services also supported.
Appendix B—Technical specifications
27
C—Accessories and supplies
28
Mylar kit
Includes three Mylar sheets
Q6496A
HP AutoStore
HP AutoStore is the premium member of a family of server-based software products
that streamline business processes. Use HP AutoStore to route to multiple document
management applications as well as network folders, printers, and fax services. The
software comes standard with routing to Microsoft SharePoint Portal Server (version
2003), Microsoft Exchange, and Lotus Notes for easy integration into existing
management systems.
T1943AA
Appendix C—Accessories and supplies
Energy Star is a US registered mark of the United States Environmental
Protection Agency. Microsoft, Windows, Windows NT, and Windows XP
are U.S. registered trademarks of Microsoft Corporation. Adobe and
Acrobat Reader are trademarks of Adobe Systems Incorporated. HP and the
invent signature are trademarks of the Hewlett-Packard Company.
© Copyright 2004 Hewlett-Packard Development Company, L.P.
The information contained herein is subject to change without notice. The only
warranties for HP products and services are set forth in the express warranty
statements accompanying such products and services. Nothing herein should
be construed as constituting an additional warranty. HP shall not be liable for
technical or editorial errors or omissions contained herein.
For more information visit our Web site at www.hp.com