OptimiDoc | World-class university achieves convenient digitalisation to Microsoft 365

The University of Nottingham is a modern university that provides exceptional education based on the research as well as the direct involvement of students. The progressive approach of the institution was also reflected in the requirements for a printing solution that had to meet demanding digitisation criteria and operation in the online environment.
www.nottingham.ac.uk

Outdated scanning to folders

Employees and students of the University of Nottingham are scanning large amounts of documents each semester. Their requirements for the properties of the system, its speed and reliability were a great challenge that led to the need to fundamentally reconfigure the solution. The originally designed software allowed only simple scanning into folders on the local server without the possibility of direct integration into Microsoft Office 365, which did not meet one of the basic points of the cloud storage deployment strategy.

Enable scanning to the cloud

The objective of the requested solution was to enable users to efficiently and conveniently scan to the OneDrive cloud storage from all Xerox printers. The solution was required to enable that the user does not have to log in for each scanning process. This condition is satisfied thanks to the Single-Sign-On (SSO) function. This way, OptimiDoc Cloud securely connects users directly to their personal cloud storages in a fraction of a second. Moreover, the bulk authentication of all users has enabled the administrator to virtually make the service immediately available for all 125 thousands users. Then it was only necessary to synchronise these users on a regular basis so that OptimiDoc Cloud can be immediately used by any new employee or student. This synchronisation is arranged by OptimiDoc Cloud itself on a regular basis using the standard functionality.
The University of Nottingham required the complete implementation within 30 days due to a planned disruption of the original infrastructure of the folders on the network.

Thanks to an easy and fast implementation of the application, it was possible to manage this challenge within a couple of days, including detailed scheduling and configuration of all of the digitisation processes. Thus, the client‘s expectations were met even without the need to temporarily decommission the existing system or without assistance from the University IT department.

Fast, easy and efficient

Although the client already had specific expectations, OptimiDoc with its own cloud application managed to exceed these expectations many times. Thanks to integration with the originally designed print management software, users can now access the scanning application without the need for another login. At the same time, each user can choose the final destination on their personal OneDrive or create the required folder directly on the device panel.