How Data and Document Capture Can Tame Shared Email Chaos

A Problem | Solutions Brief from CAPSYS Technologies and Kodak Alaris

I. Situation: The Nightmare That Is Shared Email

Whether your organization is—

  • Public, private, a government agency, or a not-for-profit entity
  • In the healthcare, insurance or higher education marketplace
  • A manufacturer, distributor, operate in the logistics field, or a very large Global 2000 company
  • Or a small to mid-sized organization 

You are likely feeling the pain and bad daytime dreams that accompany Shared Email Box use within your organization.
There is an influx of emails that arrive at your organization addressed to a mix of real-recipient and alias-recipient inboxes. Addresses such as,,, or or .org.

There is no real identifiable “person” assigned to the other side of these mailboxes—at least from the sender’s perspective. Internally, on the receiving side, you do have at least one person, sometimes an entire “SWAT” team accessing these real and aliased email addresses—known as the “Shared Email Boxes.” Unfortunately, this often creates a free-for-all approach in terms of who works inbound emails and how they are handled. It’s a process that could use improvement, but it’s difficult to know where to begin.

Download and Read the full Solutions Brief from CAPSYS Technologies and Kodak Alaris

Yes, it is Complicated: PODCAST on REAL ID challenges

February 22, 2021 – REAL ID is indeed complicated. People need to bring in birth certificates, Social Security cards, utility invoices, and other records. The records must be safely scanned and returned in good condition to the owner. Registry or DMV staff must verify with the documents’ originators that the documents are authentic.

Find out how IDT and the Content Services Platform Industry such as Kodak Alaris and CAPSYS Technologies makers of CAPSYS CAPTURE ONLINE have stepped up to greatly improve the REALD ID process!  Read the article and Watch the PODCAST on Federal News Network!

Kodak Alaris and IDT Develop Smart Scanning Solution to Help DMVs Achieve Real ID Compliance

ROCHESTER, N.Y., September 1, 2020 – Integrated Document Technologies (IDT) has partnered with Kodak Alaris to create a cloud-based solution – CAPSYS CAPTURE ONLINE – that helps departments of motor vehicle agencies across the United States comply with REAL ID requirements. The REAL ID Act establishes minimum security standards for license issuance and production and prohibits federal agencies from accepting for certain purposes driver’s licenses and identification cards from states not meeting the Act’s minimum standards.

Download and read the full press release by clicking here!

IDT, Retarus and Kodak Alaris Jointly Offer Smart “Scan to Fax” Solution

ROCHESTER, N.Y., December 10, 2019 – IDT, a long-standing integration partner of Kodak Alaris, is collaborating with Retarus to provide a fully integrated, easy to use “scan to fax” solution. The network-connected offering eliminates monthly dedicated phone-line charges while offering an alternative to analog fax machines and bulky multi-functional printers (MFPs) that require IT support and incur maintenance, per-click, and consumables charges.

Alaris INfuse graphic

The Alaris INfuse Smart Connected Scanning Solution, which has been recognized by the analysts at Buyers Lab with the Outstanding Achievement in Innovation award, enables Retarus and its channel partner network to replace customers’ aging fax machines, analog fax lines and MFPs. End users enjoy seamless document scanning coupled with an array of Retarus outbound digital faxing services, packaged in a solution that can be deployed by users for a low fixed monthly cost and without the need for IT support.

“Fax is an integral part of many business processes,” said Martin Hager, founder and CEO, Retarus. “Combining Kodak Alaris´ best of breed scanning solution with Retarus enterprise level cloud fax services opens up a whole well of new possibilities for users. We are excited to be rolling this out together with IDT to a vast roster of high-profile customers.”

The purpose-built INfuse Scanning Solution requires no PCs or drivers. It handles a range of media and document types and creates high quality images that can be consumed directly into downstream, automated business processes, including the Retarus Mail to Fax offering.  Cost savings and faster access to critical information provide a strong case for replacing fax machines with the Alaris INfuse Solution, often paying back in a matter of months.

Additional end user benefits include:

  • Eliminate at least $60.00 per month in analog fax line charges. For a 1,000-location retail store chain, this could exceed $720,000 annual savings.
  • Small form factor.Replace bulky, aging analog fax machines with a compact, secure, scan to fax solution. Sleek design and Wi-Fi connectivity extend placement options.
  • Fully finished, compressed image files maximize network efficiency.
  • Easy setup.One button simple set-up allows a business-level user to install and deploy by scanning a single encrypted setup sheet configured by IDT, requiring no onsite IT support, a huge cost saving. INfuse offers easy integration, remote configuration and fleet management via a bi-directional API.
  • Fleet management. INfuse is an IoT device that provides real-time status, overall device health, and the ability to remotely update and deliver new application services to devices nearly instantaneously. Central control of hundreds or thousands of remote devices enables proactive trouble shooting and eliminates the need for costly on-site visits.
  • The INfuse solution utilizes two separate encrypted and secured data channels – one for device management and the other for document transmission – addressing the privacy needs of today’s organizations.
  • Exception Handling.The ability to confirm success or identify an exception at the point of scan is revolutionary in terms of reducing the costs of downstream exception handling.

The INfuse Smart Connected Scanning Solution offers network-connected capture that sits at the front edge of an organization’s process and integrates directly into a line of business system. Combining INfuse’s smart connected scanning capability with the Retarus fax service allows easy and reliable content onboarding for customers that utilize faxing as part of their business process.

“Organizations face challenges in reliably getting data into their business processes,” said Chris Van Zandt, Vice President Marketing & Product Management, Alaris, a Kodak Alaris business. “The INfuse Solution combines Alaris hardware, software, and information capture expertise with partner-specific business applications to drive automation and efficiency for end users. In addition to ‘scan to fax’ solutions, we are addressing challenges with Invoice Processing, Accounts Payable, Accounts Receivable, Customer Account Management, Medical Records, HR Records, Logistics and more.”

“The INfuse Smart Connected Scanning Solution coupled with Retarus Cloud Messaging Services is a game changer for Retarus’ customer base and its channel partner community,” said Paul Szemplinski, Founder & CEO, Integrated Document Technologies, Inc. “INfuse’s compact form factor coupled with its impressive speed, paper handling and image quality characteristics, dual channel security model, rapid Cloud-based deployment and management services make INfuse the ideal outbound fax and document scanning solution for Retarus’ customers.”

IDT will serve as “master VAR” in the U.S., reselling the Alaris INfuse Solution to Retarus’ channel partner network, which will in-turn sell the solution to end users.

About Alaris, a Kodak Alaris Business

Alaris is a leading provider of information capture solutions that simplify business processes. We exist to help the world make sense of information with smart, connected solutions powered by decades of image science innovation. Our award-winning range of scanners, software and services are available worldwide, and through our network of channel partners. For more information, please visit and follow us @AlarisWorld.



Recently Alaris, a Kodak Alaris business announced the S2000 platform which is a feature rich document capture device by itself.  The S2080w boasts a number of innovative features such as long paper length handling (for medical apps), wireless connectivity, small form factor, impressive speed and a lightweight built-in jogger that does a really good job of straightening the paper prior to going through the scanner’s feeder / roller assembly.  Usually you find joggers for scanners that run in the few hundred dollar range or more and they are external to the scanner device.

s2000 series from Kodak alaris

The jogger worked really well during our testing.   The other neat feature we like about the S2080w is the ability for partners like us to be able to generate custom configuration worksheets called, “Scan EasySetup Document” that generates a QR code that encapsulates all of the configuration settings.  The benefit here is that the customer takes the scanner out of the box and installs the hardware, powers the device up and hits a button to consume the configuration page.   After this process is complete (about a couple of minutes or so), the scanner becomes fully operational.  Think about that from a rollout perspective when you are talking about hundreds if not thousands of location installations.  The quality of the scans are dynamite (Kodak Alaris is known for their Image Processing techniques), the integration effort from an Independent Software Vendor perspective was a snap.  There is a lot more to this device and you can watch a brief demo (3 minutes) of the S2000 integrated with CAPSYS CAPTURE ONLINE by clicking here.

Here is something though that is of great dollar and cents value.  The S2000 makes an outstanding hardware capture device that not only can be used for document scanning, but also for faxing when coupled with Retarus’ Cloud-based Global Messaging offering which includes FAX, email and SMS services.  The S2000 solves a huge problem for national Retailers, Pharmacy, Food and Beverage, Healthcare industries just to name a handful.  A lot of these organizations still operate using paper based fax machines that rely on POTS (plain old telephone service) lines.  Yes, you heard that correctly.  Or, they have PRI lines that have digital to analog converters that allow a fax machine plug into a POTS line.  Let’s discuss Retail market a bit and haves it serve as an example as it will apply generally across the board.

A Retailer with 1500 locations receives product at their local store on a daily basis.  With that they’ll be getting packing slips, PODs, etc.  In the Food and Bev industry, this is ultimately how that retail location will authorize payment for invoices that get delivered back to corporate.  Spoilage, damaged goods, short ships, missing items, etc. are all issues that plague that industry and others as well.  The Direct Store Delivery is what consumers want – they want fresh and they want it grown locally.   However, the wants of consumers create a problem –  the local store is inundated with an influx of paper receivers/ picking tickets/packing slips, etc.   All that paper needs to get delivered back to corporate usually by way of FAX, US Mail, overnight services or it might be scanned with a MFP.  Some organizations mandate FAX transmission delivery because of legal requirements
(transmission confirmation receipts, FAX protocol and image format).  Other organizations may use MFP’s but find they are overly complex for the task at hand.  Mail and overnight services increase costs and introduce a point of failure and delay into the process.

The Better Mousetrap – Using the Retarus integration with Kodak Alaris and CAPSYS CAPTURE ONLINE, all of these documents can be ingested with the S2000 in a reliable and consistent manner.   From a FAX perspective because the S2000 securely plugs into the existing Retailer’s network infrastructure (hardwired network connector or wireless on certain models), the POTS line monthly cost multiplied by 1500 store locations evaporates.  No PC is required to scan or fax either.  The Retail location always sends their documents back to the same corporate fax number, so sending the docs is as easy as selecting a pre-defined phone number from the phone book and their done.  Retarus takes it from there.  The sender gets their FAX deliver confirmation receipt via Retarus.  And, if the invoices needs further processing and posting to corporate’s ERP system by way of an automated capture workflow and data extraction process, that’s where CAPSYS CAPTURE ONLINE comes into play. CAPSYS can then direct all of the document contents and meta data over to a Hyland OnBase workflow for further downstream AP processing and posting into an SAP, Oracle Netsuite or Microsoft Dynamics ERP system.

You could do the math quickly and realize this device saves the organization $900,000.00 a year ($50.00 per POTS line *12 Months * 1500 locations).  That is a lot of operating savings realized not only in a single year, but years to come.   You can also eliminate the MFP device costs, maintenance costs and the fact they just aren’t the right tool for the job in terms of quality document consumption and image perfection unlike the S2000 – where you also gain both productivity and operational cost savings.  When you are provisioning 1000+ locations, nothing matches what you can do with the S2000 provision tools that ISV and integrators such as CAPSYS Technologies and Retarus can benefit from as a result of Kodak Alaris’ well thought out tool set.

If you were looking for the Fax device / MFP solution replacement, stop and consider the Kodak Alaris S2000 integrated with Retarus Global Messaging and CAPSYS CAPTURE ONLINE – you won’t regret it and your peers will envy you!




Game Changer for Credit Unions, Loan Servicers and the Banking Industry – ShareBase EFSS by Hyland

The Problem

In today’s loan origination climate, it is more competitive than ever for lenders – yet, the regulations and oversight have not at all eased for the financial institutions.  The ability to share content quickly originating from the commercial or retail consumer, lender, loan servicers, QA, or internal/external auditors, etc. is a growing need – as is the need to share it securely.  Using encrypted email as a means of sharing creates a number of hassles and challenges for all parties involved  and encrypted email doesn’t work very well when it comes to the mass distribution and/or collection of data and documents.  SFTP (secured file transfer protocol) is an IT driven solution and again, for the layman, it isn’t deemed the most user-friendly of options.

Typical internal IT infrastructure requirements and investments that are needed to provide document sharing capabilities include: 

  • Storage Area Networks (SANS)
  • VM shells
  • Operating systems, hotfixes, patches, etc.
  • SFTP services
  • Firewall rule/ Encryption keys
  • Backups and Disaster Recovery Plans
  • And more…

Is there a better alternative to all this IT driven infrastructure, non-user friendly encrypted email and/or SFTP (secured FTP) available in the market that will meet the needs of the fiercely competitive lending market without comprising security while satisfying the internal and external regulatory and compliance mandates?

Practical and Affordable Relief

Banks, Credit Unions and Loan Servicers, can now consider a viable alternative available in the marketplace that offers secure, bi-directional file sharing in the Cloud providing 24 x 7 access for their commercial and retail customers.  And, they can achieve all of this new capability using a rapid application deployment approach that is unmatched in the industry while simultaneously freeing their internal IT staff from laborious, complex, infrastructure deployment hassles – typically fraught with lengthy, costly delays and oversight.

Document sharing in the loan origination marketplace many times originate with e-signature enabled PDF documents (available from DocuSign) such as the Initial Truth in Lending Disclosure process.  However, document sharing does not stop at the disclosure; it further extends to the loan funding, post-closing, trailing documents, HMDA reporting processes and beyond.  With the emergence of EFSS (Enterprise File Sync and Share) products such as ShareBase by Hyland, all of these document types and more – which can originate from various sources, at different points of time, containing PII (personal identifiable information); – can now all be easily and securely shared outside of the lending institution’s firewall.  Email becomes simply the notification tool directing the recipient where the content can be accessed securely in the Cloud.

ShareBase is hosted in a purpose built, private cloud specifically designed for content management in Hyland’s data centers that are strategically located across the globe. Your organization will know exactly which region and datacenter your content is located and where it is also backed up.  Because ShareBase is hosted in a purpose built, private cloud, you can be assured your organization’s data will never be co-mingled with other client data and that it is protected with an encryption key that is unique to your organization.   

Employee turnover can create a challenge as well for organizations – especially when content has been shared outside of the organization.  When using ShareBase, your organization retains control of all content being shared.  That means your organization can easily transfer ownership of shared folders when employees change roles and easily revoke rights when employees leave the organization.   Active Directory integration is available as well.   


Integrating your existing internal business workflow process with the ShareBase cloud is generally a breeze.  ShareBase offers a RESTapi that allows third party applications such as CAPSYS CAPTURE to directly provision populate, assign security rights, etc. to folders and documents in the ShareBase EFSS cloud.  Folder and document names are set using index values created during the capture process and through automation processes such as barcode processing or web DB lookups thus, become dynamically generated and subsequently are passed along through the RESTapi.  Our development team found this integration process to come together quite nicely in a very reasonable period of time.  The RESTapi services for ShareBase from Hyland are well documented.  

Sharebase Screenshot send to EFSS

The RESTapi integration with CAPSYS allows firms like ours to share documents without the need for the traditional, core OnBase offerings – automatically and according to business rules defined in our capture workflow process.  In the world of mortgage processing, the concept of trailing documents are a common challenge and getting that content properly captured, classified, indexed and quickly moved to corresponding EFSS folders quickly is a must and CAPSYS CAPTURE’s collection of extract, transform and load technologies coupled with ShareBase fulfills those needs.

Hyland also offers “ShareBase Interaction with OnBase” which provides previously developed and mature internal workflow processes used to underwrite paperless loans that can automatically provision secured and trackable EFSS (Electronic File Sync and Share) folders with necessary disclosure and loan documents that adhere to the credit union/bank loan origination process.  Actions such as creating the folder, populating the folder, setting access rights, including moving disclosure and loan documents outside of the bank’s brick and mortar to the secured cloud, notifying appropriate parties through email that the loan portfolio is available for their review and signature are all now entirely possible with ShareBase Interaction with OnBase.  

Read about how ShareBase from Hyland was deployed to solve real world external sharing challenges with their credit union partners while relieving some IT stress and simultaneously supporting compliance mandates by clicking here.

Document sharing is a two way street.  Retail or commercial customers can quickly add their own collection of documents to the initial loan package such as W2’s, Tax Returns, Employment Verification, etc.   Commercial customers could add quarterly statements, personal financial statements, year-end personal and corporate tax returns and upon submission of those documents. ShareBase Interaction with OnBase can monitor a folder for new incoming document additions, triggering an ingestion process to kick into gear and route those newly submitted documents into the Credit Union or Bank’s workflow and capture process for continued downstream processing.  The net result is you have a fully functional, bi-directional, safer and more secure alternative to sending documents through email systems or consumer grade, public cloud file sync and share services.

Some of the other noteworthy benefits of ShareBase that are noteworthy to mention include: 

  • Easily transfer ownership of shared folders when users change roles and easily revoke rights when users leave
  • Provides an audit trail to see who has accessed what and when
  • Retain control over what documents get published outside of the organization
  • Very affordable, unlimited amount of storage, no storage fees
  • File sizes and file types are unrestricted
  • No software or licenses needed for recipient / external access
  • Licensed users can obtain a mobile version that allows your mobile device to not only browse and view folders and documents, but also contribute content from your mobile device such as documents, pictures, videos, etc.

In summary, if you desire end-to-end, industrial strength EFSS that can be integrated with existing systems using RESTapi services, while providing a comprehensive bread crumb trail, well you got it with CAPSYS CAPTURE and ShareBase by Hyland.  Questions or comments? Feel free to drop me a note below!