Users simply walked up to the Ricoh MFP and selected the wiki section where they wanted the document to reside. After completing the fields, the user hit the "scan" button, and the documents automatically underwent conversion to a text-searchable PDF format and then were placed on the wiki. The design kept text typing at the MFP display to a minimum and allowed for easy editing of the information once the document was placed on the wiki.

Integration

The prototype application was deployed for a period of four weeks, and during that time a remarkable number of documents were scanned and available on the wiki. During exit interviews with staff members, one of the common comments was the delight and surprise at how easy it was to "get paper documents onto the new system." Many employees who were not comfortable with managing web pages commented that by using the Ricoh MFP application, they did not have to learn any new and difficult computer tasks. This was clearly the reason why adoption happened so organically.

The HR clerk reported that before the wiki was in place a large percentage of the time-consuming inquiries she received daily involved form request. She reported spending a good portion of every day answering these individual requests, but now that the wiki was available she had scanned all the forms into the wiki where staffers were able to find the form without assistance by using the wiki search function. She was now able to direct her efforts towards more important but less urgent issues.

Exhibit B: HR Section of the Wiki with Scanned Documents