SOURCE: Motive Systems

Motive Systems

Motive Systems

March 02, 2010 10:00 ET

M-Files and the Fujitsu ScanSnap Enable Any Business to Go Paperless

Professional Document Imaging and Management Solution Emphasizes Ease of Use

PLANO, TX--(Marketwire - March 2, 2010) -  Motive Systems, the developer of M-Files document management software, and Fujitsu Computer Products of America, Inc., the market leader in document imaging scanners and services, today announced a combined document imaging and management solution that focuses on ease of use without trading off professional features. The solution consists of the Fujitsu ScanSnap family of scanners and M-Files document management software that enables any business to quickly and easily make the move to a more efficient and productive paperless office.

Fujitsu ScanSnap scanners take the complication out of document imaging with one-touch ease of use. Perfect for small business environments, the ScanSnap family of scanners bring duplex multi-sheet scanning to everyone, combining performance and affordability in a compact size.

M-Files adds complete document management capabilities for organizing and managing the resulting scanned documents, making it possible to efficiently locate and process important business information while freeing up resources and space needed to handle and store paper documents.

"Together, these two technologies transformed our entire operation, providing my staff instant access to any piece of information in the practice, and me with remote records retrieval so that I have access to patient data 24/7 from any computer, whether it's in the office, at home, or in Cancun," said Dr. Stephen Smith of Northwest Healthcare and Wellness, located in Richland, Washington. "With ScanSnap, scanning becomes a fluid task throughout the day. It's reliable, fast, folds up small, and immediately converts scans to searchable PDFs that I can index using key terms in M-Files in just a few seconds."

M-Files Makes Document Management Easy - It's Windows Explorer

Document management software has traditionally been complex and expensive, making it accessible only to large companies with extensive IT resources. M-Files changes that by focusing on ease of use that doesn't require users to change the way they work. M-Files uses the instantly familiar Windows Explorer interface, so if you know Windows, you know M-Files. All Windows applications are supported so users just use the standard Open and Save commands they already use every day.

No More Chaotic Windows Folders

Today most businesses just store their documents in Windows folders that become disorganized and chaotic over time as multiple employees create new folders and save files with different naming conventions. According to research by IDC and the Document Management Alliance, office workers spend up to 16% of their time on unproductive tasks such as searching for documents, interrupting colleagues asking for information, and trying to determine if they have the latest up-to-date information, or worse, needlessly duplicating work that has already been completed by a colleague.

M-Files eliminates the need for Windows folders by storing all documents in a single centralized vault. Rather than looking around for which folder to save to, or where a file is located, office workers just save to the vault and tag files with descriptive and easy to remember tags and properties, such as the customer or project with which a document is associated. When the file is needed again, just type in a keyword or two and the file is instantly available, right from any Windows application.

Complete Document Management Feature Set

In addition to direct support for the Fujitsu ScanSnap, key features include fast search on file contents and tags and properties, secure user permissions so only authorized users can access confidential information, check-in/check-out to improve collaboration and avoid conflicts and data loss when more than one person tries to edit a document at the same time, version control to automatically maintain the latest up-to-date version and document history, and workflow to automate common business processes like invoice processing, email archiving, HR onboarding and so on. M-Files can also connect to external databases and applications such as an existing CRM, ERP or billing systems, so an invoice can be tagged with a customer already in the company's system.

One-touch Scanning with OCR and Automated Workflow

ScanSnap includes integrated OCR (Optical Character recognition) technology to create searchable PDF files from any paper document enabling M-Files to index the entire contents of the document for future searches. With the simple push of a button, ScanSnap transforms stacks of paper into digital images, automatically selecting the page size, page orientation, color setting and whether it's a double-sided or single-sided scan, which can then be saved to a file folder on your computer. M-Files will then monitor the folder where the ScanSnap saves scanned documents and automatically store them in the M-Files vault, adding descriptive keywords and indexing the file in one step. Once stored in the vault, workflow can be automated to notify those responsible that a certain type of document is waiting to be processed, such as an invoice or purchase order. The result is a highly efficient paperless office.

"We're very excited to be working with Motive Systems to bring professional document management capabilities to the ScanSnap community," said Jeff DeCarlo, Senior Director of Business Development at Fujitsu Computer Products of America, Inc. "ScanSnap and M-Files deliver a unique combination of powerful features and ease of use that will help businesses in a variety of industries achieve new levels of efficiency."

"ScanSnap scanners are incredibly easy to use while also being extremely powerful; this is exactly our message, so the ScanSnap is a perfect fit for our customers as well as the large unserved market of businesses who are still struggling with paper documents," said Greg Milliken, Vice President of Marketing for Motive Systems. "Managing your documents and information should be the next step after getting computers. We're not talking about inventing a revolutionary new product or formulating a complex marketing strategy, this is just about keeping track of the basic information you need to run your business. ScanSnap scanning solutions help us realize our vision to make professional document management software accessible to any business, especially in today's tough economy, when any gain in productivity can be the difference between success or failure."

A case study on Northwest Healthcare and Wellness and their experience with ScanSnap and M-Files is available here: The Cure for Clutter. A short overview of M-Files can be viewed here: M-Files Introduction, and additional product information and case studies are available at

About Fujitsu
Fujitsu is a leading provider of IT-based business solutions for the global marketplace. With approximately 175,000 employees supporting customers in 70 countries, Fujitsu combines a worldwide corps of systems and services experts with highly reliable computing and communications products and advanced microelectronics to deliver added value to customers. Headquartered in Tokyo, Fujitsu Limited (TSE: 6702) reported consolidated revenues of 4.6 trillion yen (US$47 billion) for the fiscal year ended March 31, 2009. For more information, please see:

About Fujitsu Computer Products of America, Inc.
Fujitsu Computer Products of America, Inc. is an established leader in the Document Imaging industry, delivering innovative scanning solutions and services that enable our customers to solve critical business productivity issues and streamline operations. We provide cutting-edge document capture solutions for business and personal environments, backed by a comprehensive portfolio of service and support programs. For more information about Fujitsu Document Imaging solutions and services, visit or call us at 800-626-4686.

About Motive Systems
Motive Systems develops easy to use professional document management software enabling companies and organizations of all sizes in a variety of industries to make dramatic gains in efficiency and productivity by improving the way they organize and manage their business documents, information and processes. More than 50,000 licenses of the company's products have been sold to over 3,500 customers in more than 60 countries worldwide. The company's flagship product M-Files is available in 15 languages and is in use at customers such as AstraZeneca, Parker Hannifin, EADS, FinnComm Airlines, BSA LifeStructures, and Thales. Motive Systems also offers M-Files Express, the only completely free professional document management software on the market. For more information, please visit, or contact:

M-Files is a registered trademark of Motive Systems. All other registered trademarks belong to their respective owners.

Copyright 2010 Fujitsu Computer Products of America, Inc. All rights reserved. Fujitsu and the Fujitsu logo are registered trademarks. Statements herein are based on normal operating conditions and are not intended to create any implied warranty of merchantability or fitness for a particular purpose. Fujitsu Computer Products of America, Inc. reserves the right to modify at any time without notice these statements, our services, pricing, products, and their warranty and performance specifications.

Contact Information

  • Motive Systems Inc.
    Greg Milliken
    USA: +1.972.516.4210
    E-mail:Email Contact

    Fujitsu Computer Products of America, Inc.
    Megan Fowler
    USA: +1.408.746.7149
    E-mail:Email Contact