This is an HTML version of an attachment to the Freedom of Information request 'SJ-Datenbanken'.

 
EUROPEAN COMMISSION 
 
 
LEGAL SERVICE 
  IT GROUP 
 
SUPPLEMENTARY SPECIFICATION - DOCUMENT SCANNING 
This document contains the specifications describing the way physical (paper) 
documents are going to be scanned in the Legal Service. First, we describe the way 
scanning is supposed to be done in a use case, and then we give the details of the 
proposed implementation. 
 
Date: 11/05/2010 
Version: 0.2 
Authors:  
 
Revised by: 
 
Approved by: 
 
Public: 
 IT Group 
Reference Number: 
JUR(2010)90024 
 
Commission européenne/Europese Commissie, 1049 Bruxelles/Brussel, BELGIQUE/BELGIË - Tel. +32 22991111 
Office: 
 Tel. direct line +32 229-
 
 
http://ec.europa.eu/ 
@ec.europa.eu 

 
 
1. 
USE CASE FOR DOCUMENT SCANNING 
Although the following use case mentions Ares as an example, this use case applies 
to any document scanning need, provided the size of the document allows it to be 
fed to the scanner in a single batch. 
1.1.  Basic Flow: Scan an attachment available as paper through scanning 
The user has an attachment available as paper. It may be an incoming mail or an 
outcoming mail for which recording of the handwritten signature is necessary. 
She/He may need to attach it to an Ares document either: 
•  To a saved document, 
•  To a registered document using the 'modify special' feature in exceptional cases. 
The first step is to scan the document to produce an electronic attachment file from 
the paper attachment. 
The user goes to the scan and identifies her/himself. Two methods are available for 
identification on the scanner, depending on the hardware: 
•  Through the scanner screen and/or keyboard using her/his NET1 account (only 
on Digital Sender), 
•  Through a special paper page 'Personal barcode separator page' which will 
authenticate her/him automatically. 
Once identified, the user proceeds by scanning the paper attachment following 
available instructions. She/He can enter in the 'subject' field, the save 
number/reference number for the document. The text entered here is free: the 
purpose of using a naming convention is only to retrieve later a scanned electronic 
attachment files among others in a folder. 
He has the choice between two electronic formats:  
•  TIFF : pure scanning , 
•  PDF text : scanning + OCR. 
He chooses 'TIFF' because this is the one recommended for scanning of documents 
which are to be loaded later in Ares where OCR and PDF conversion will be taken 
in charge. 
After a few minutes, the user receives a notification of the processed electronic 
attachment in his mailbox. 
The link to the processed electronic attachment .TIF file is included into this email. 
The corresponding attachments file is stored in a personal 'My scans' share. This 
share is protected and available only to her/himself. The name of the scanned 


link to page 1 filename ../../../../../home/abandje/MyScans  
attachment file is made up of the memo/subject the user entered when he was on the 
scanning device. 
Then, he has to import the electronic attachment in Ares . By a proper use of the 
naming convention, it is straightforward to know which scanned attachment file has 
to be attached to which Ares document and the related meta-data. 
1.2.  Special Requirements 
1.2.1. 
< Interface(s) with other Systems> 
The system will be compatible with the current set of SJ scanning hardware (Digital 
Senders and Multi Function Devices). 
1.2.2. 
Processing of large documents 
The current system for splitting of large documents will have to be modified so that 
it is independent of Ares or the Solon Repository. The resulting file will have to be 
imported in Ares. Limitation regarding the size of files for importation in Ares will 
have to be assessed. 
1.2.3. 
Security Requirements 
Use of the scanning facilities is open to all SJ users. Possibility to import the 
attachment in Ares will be linked to Ares rights, like it was for the Repository. 
2. 
TECHNICAL SPECIFICATIONS 
2.1.  Filesystem configuration 
Each user will need a folder where the scanning workflow eventually puts the 
scanned document files.  
2.1.1. 
"MyScans" folder 
Each user of the Legal Service will need a "I:\MyScans" folder located on his 
private share of a network drive to hold the scanned files. 
•  Only he and administrators and workflow scripts should be able to access 
this folder. 
•  A unc path to this folder should be straightforward to figure out by the 
workflow scripts, given the user Net1 login , for instance: 
\\sjfiler\home\abandje\MyScans  
•  Scheduled clean-up: to avoid an ever increasing folder size, these folders 
should be "cleaned up" in an automated way on a daily basis, and files 
older than 10 days should be deleted. 
2.1.2. 
"My Scans" shortcut (nice to have) 
It would be nice to have a "My Scans" windows shortcut file: 


link to page 1 filename \\sjscanr\lanier\myscanstiff link to page 1 filename \\sjscanr\lanier\scanneddocs link to page 1 filename \\sjscanr\lanier\myscanspdf link to page 1 filename \\sjscanr\ds\myscanstiff link to page 1 filename \\sjscanr\ds\myscanspdf link to page 4  
•  Located into the user's (profile) "My Documents" folder 
•  Linking to the user's "I:\MyScans" folder 
2.2.  Scanning hardware configuration 
The described hardware configuration should be setup on our own (IT) 
machines for setting up and testing the service. At some later date, it should 
be made available on all other devices before the Ares migration by end 
September 2010. This is considered as an improvement that will ease the Ares 
migration although, as stated previously, it does not imply technical 
connection with Ares. 
2.2.1. 
MFD (copiers) configuration 
Copiers would need to have 2 scanning destinations defined and 
attached to "logical buttons" available on the screen when the copier 
is in scanning mode. 
•  My Scans TIFF: this should send the scanned files to 
\\sjscanr\lanier\myscanstiff . As this feature will eventually 
replace the existing "SELF SERVICE SCAN" button, this button 
and its associated \\sjscanr\lanier\scanneddocs should eventually 
be deleted. 
•  My Scans PDF : this should send the scanned files to 
\\sjscanr\lanier\myscanspdf 
2.2.2. 
Digital Senders configuration 
2 sets of scanning should be possible: 
2.2.2.1.  Without prior Net1 login 
2 buttons should be available on the screen, allowing the 
user to choose between: 
•  My Scans TIFF: that would send scanned files and hps 
metadata file to \\sjscanr\ds\myscanstiff  
•  My Scans PDF: that would send scanned files and hps 
metadata file to \\sjscanr\ds\myscanspdf 
Each one of these applications should allow the user to 
enter free text into a non mandatory "Subject" field. 
2.2.2.2.  After Net1 login on the DS 
Same setup as in 2.2.2.1 , it is there expected that the hps metadata 
will contain the user login or email address. 


 
2.3.  Workflow operations 
2.3.1. 
DigiSend script 
This script will fetch files scanned on Digital Senders to extract their 
metadata and either: 
•  Send them directly to the user's MyScans if they were scanned 
after Net1 authentication 
•  Send them to the BarRead script's MyScans application for 
Barcode processing if they were scanned with a Barcode page. 
2.3.2. 
BarRead script 
This script will: 
•  Fetch files scanned on MFD to process them 
•  Receive from DigiSend files scanned on DS without Net1 
authentification for barcode processing. 
 


Document Outline