8500 fn1 vs. 9250c 4AA4-6335ENW

This document addresses the obsolescence of the HP 9250c Digital Sender, this document provides details on how its replacement, the HP Scanjet 8500 fn1, compares to the 9250c with regards to functionality, features, and specifications, and how in most cases the 8500 fn1 is a better solution and value to the customer1.

Table of contentsIn Summary ....................................................................................................................................................................... 2

Highlights .......................................................................................................................................................................... 3

The Details ........................................................................................................................................................................ 4

Product Features at a Glance ......................................................................................................................................... 6

A Note on the 8500 fn1 Compared to PC-Connected Scanjet Scanners ................................................................ 7

Technical white paper

HP Scanjet 8500 fn1 to 9250c Digital Sender Comparison

1 Based on HP FutureSmart 2 SP2 features for the 8500 fn1.

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In Summary

The 8500 fn1 has improvements over the 9250c in the following (details in the next sections):

• Faster scanning (significantly faster color and duplex scanning)

• HP EveryPage2 technology for more reliable document handling

– Robustness that reduces the frequency of paper jams

– Includes ultrasonic multi-feed detection so fewer pages are missed

– Eliminates the need to sort mixed paper sizes

• ADF3 can take a greater variety of page sizes

• Larger flatbed (Legal vs. Letter)

• OCR4 embedded in the device

• Automatically adjust and improve document images

• Ability to preview scans

• More scan destinations

• Double the input tray capacity

• Overall improved performance

– Faster processor

– More memory

– Multitasking: can scan documents while processing other jobs in the background

– Faster Ethernet

• Compatible with DSS5 but not required in most cases

• Better security with encrypted hard drive and support for card reader accessories through the HIP6

HighlightsWhen compared to the 9250c, the 8500 fn1 has improvements and advantages everywhere you look.

Technical white paper | HP Scanjet 8500 fn1 to 9250c Digital Sender Comparison

2 Same technologies as HP Precision Feed.3 ADF: Automatic Document Feeder.4 OCR: Optical Character Recognition.5 DSS: Digital Sending Software.6 HIP: Hardware Integration Pocket.

For HP Internal/Channel use

Greater robustness

•Increaseddutycycle: More than double the duty cycle, a key feature to emphasize that this model was built to scan

•HPEveryPage: increased reliability to handle different paper types (including thinner media), resulting in less paper feeding problems

Built for performance

•Upgradedhardware: With a faster processor, more memory, and even support of Gigabit Ethernet this scanner was built to address the needs of today’s office

•Single-passduplexscanning: Gone are the days of scanning both sides of a page by flipping it back and forth in the scanner. The 8500 fn1 offers 5 times the black&white duplex scan speed

•Fastcolorscanning: No penalty for color scanning. The 8500 fn1 scans as fast in color as in black & white and performs almost 7 times faster than the 9250c at duplex color scanning

•Fasterclicktofiletimes

Greater flexibility

•Largerflatbed (Legal versus Letter size) for easier scanning of exception documents

•Morepapersizes: Scans a greater variety of documents through the ADF, from 68 x 148 mm (2.7” x 5.8”) small up to 864mm (34”) long

•Moredestinations to be able to scan in one step, including scan-to-SharePoint and scan-to-USB

Ease of use

•BetterControlPanelwith a larger 8-inch size and in color for greater clarity

– Includes the ability to preview the scanned pages before saving and sending the file

•Automaticimageprocessing: Improve documents in one step by automatically orienting, straightening, detecting color, removing blank pages, cropping to the page or the content, and cleaning up edges

•Server-lessoperation: no need to setup a DSS server to scan. All destinations can be configured through the EWS7 of the unit

•Ultrasonicmulti-feeddetection: immediate notification if a misfeed occurs so the problem can be corrected at scan time rather than later when reviewing the document at the computer

•Scansdocumentsofvariouspagesizes: Easily scan documents with mixed paper sizes; no need to separate pages by size and scan separately

•EmbeddedOCR, to create searchable PDF files or editable formats for use in Word, Excel and other applications

•LargerADFinputtray: double the capacity to 100 pages versus 50 in the 9250c

Fleet compliance and security built-in

•FutureSmart:The 8500 fn1 is a FutureSmart device, providing a consistent experience with HP’s new fleet of MFPs

•Standardencryptedharddisk

•HIP provides seamless integration with security accessories such as card readers

•Moresecurityfeatures: Highly-configurable security and access settings, including expanded capabilities with the HP Access Control solution.

•SupportforPDFfileencryption

•LowerenergyconsumptionandENERGYSTAR®qualified

7 EWS: Embedded Web Server.


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The DetailsToday’s document management customer requires devices that are fast and produce optimal results with minimal steps. This is what the 8500 fn1 provides as the next-generation digital sender replacing the 9250c.

Digital Sending Software (DSS)

In order for a comparison between the 8500 fn1 and the 9250c to be complete and clear it is important to understand the role of DSS. While both devices are compatible with DSS and can use its features, the 8500 fn1 has significantly more built-in features while the 9250c requires DSS to be a more complete solution. Throughout this section the need for DSS will be clarified in more detail.

In fact, it is for this reason that the 9250c includes a free license for DSS while the 8500 fn1 does not and consequently requires a separate purchase of the DSS license in order for the two to work together.

DSS does provide some unique features that are not included in the 8500 fn1. These are:

•Centralmanagementofmultipledevices:By using a server it is possible to centrally configure and manage a fleet of devices and more easily keep scanning and digital sending options the same. Similar solutions are possible with Web Jetadmin, providing flexible alternatives to meet customers’ needs

•Centralizedemaildistribution:Email traffic can be more closely controlled because everything goes through the DSS server. In contrast, multiple 8500 fn1 units mean multiple sources of email traffic.

•Addressbookmanagement:an alternative to LDAP8 or Active Directory services, DSS provides its own address book which is also shared by all devices.

•Workflow:DSS provides configurable document workflow solutions Contact the region Scanjet PM for DSS license exceptions.

Contact the region Scanjet PM for DSS license exceptions.

Duplex Scanning

A majority of documents have content on both sides of the page and duplex scanning is an important feature. The 8500 fn1 provides single-pass duplex scanning, with two scan heads that pick up the front and back of the page as it feeds through the ADF. In comparison, the 9250c only has one scan head and uses a mechanical solution for duplex scanning.

The result is that the 8500 fn1 can still scan at the full 60 ppm9 speed to capture all 120 images (i.e. front and back) but the 9250c needs to flip pages in and out of the ADF so that a black & white speed of 53 ppm for simplex scanning slows down to 24 ipm10 (i.e.12 physical pages per minute).

Automatic Document Processing

Duplex scanning has one major undesirable result: blank pages. Documents can easily be a combination of pages with information on both sides and pages that only have information on one side. In many cases, customers are not interested in keeping these blank pages and would need to manually remove them before having a final file. Blank page suppression is one of several automatic document processing features that the 8500 fn1 provides and that are critical for saving time and enabling customers to create exactly the document they want.

Many automatic features are available on the 8500 fn1 that the 9250c never had:

•BlankPageSuppression: Automatic blank page detection & removal

•Automaticallydetectpageorientation

•Autodetectcolor

•Automaticpagestraightening (also called “deskew”)

•AutomaticTone

•Croptopaperorcontent

•EraseEdges

•ChannelColorDropout: remove one of the color channels (red, green, or blue) to eliminate unwanted details on the page

8 LDAP: Lightweight Directory Access Protocol.9 ppm: pages per minute.10 ipm: images per minute.


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In addition to the automatic processing of pages, the 8500 fn1 has an ultrasonic multi-feed sensor that can detect when two or more pages have been fed into the ADF at the same time. While this is an unusual occurrence, when it does happen and is not detected the resulting documents will be incomplete and the user will be required to rescan them. With the sensor, detection of the misfeed happens immediately and alerts the user that the document needs to be rescanned, saving valuable time or even keeping the customer from realizing too late that data is missing.

File Types

File types supported by the devices is very dependent on the use of DSS. Without DSS, the 8500 fn1 supports more than twice as many file types as the 9250c:

• 9250c: PDF, PDF/A, TIFF, MTIFF, JPEG

• 8500 fn1: PDF, PDF/A, TIFF, MTIFF, JPEG, searchable PDF (and PDF/A), XPS, Text, RTF, CSV, HTML

– PDF file can also be encrypted

The major difference is that with the inclusion of embedded OCR in the 8500 fn1 it is possible to create searchable or text-based file formats. DSS11 provides both scanners with support of the following file types:

• PDF, TIFF, MTIFF, JPEG, searchable PDF, Text, RTF, CSV, HTML, XML

Scan Destinations

Where scans are sent is another aspect of improved efficiency and speed. The 9250c natively supports sending scans to a network folder, through fax, and to an email destination. The 8250 fn1 has expanded on this by supporting nearly twice as many destinations with the additions of:

• Scan to USB: enables walk-up scanning by saving the document to the user’s thumbdrive which can be connected to the Control Panel’s USB port.

• Scan to SharePoint: SharePoint is a pervasive Enterprise document repository solution and this feature reduces to just one step the cumbersome alternative of having to scan to a network folder (for example), browse to the SharePoint site on a computer, navigate to the desired document library, and upload the file.

• Scan to HP Flow CM: As part of the new fleet of Flow solutions, the 8500 fn1 has an optional, free OXPd application that enables one-step scanning to the Flow CM cloud destination. Similar to the SharePoint destination, scanning is simplified and efficient.

11 Based on features found in DSS 4.25.

Technical white paper | HP Scanjet 8500 fn1 to 9250c Digital Sender Comparison For HP Internal/Channel use

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Product Features at a GlanceThis section provides a table of the key specifications and features for easy lookup. Significant differences are highlighted with bold text.

Specification Scanjet 8500 fn1 9250c Digital Sender

Speed (200 dpi B&W/gray) 60ppm/120ipm 53ppm/24ipm

Speed (200 dpi color) 60ppm/120ipm 29ppm/18ipm

Daily duty cycle (pages) 5000 2000

Display Large 8” color touchscreen VGA ½ VGA B&W display

Ultrasonic multi-feed detection/Paper handling

Yes / EveryPage No

Paper types (g/m2 or gsm) 49 – 120 60 - 120

Paper sizes (min/max mm) - ADF 68 x 148

216 x 864

O99 x 147

216 x 356

Paper sizes (min/max inches) - ADF

2.7 x 5.8

8.5 x 34

3.9 x 5.8

8.5 x 14

OCR Embedded or via DSS Via DSS on server

Input Stack Size 100 50

Color drop out Yes No

Flatbed Legal Letter

Scan profiles Yes No

Document features Auto straighten, auto page orient, auto blank page detection and removal, auto color detect, crop to content or paper, erase edges, auto tone, preview & edit, optimize for text or picture

Optimize for text or picture

B&W switchable background Yes No

DSS Optional Included

Encrypted HDD Standard Optional

Destinations Folder, Email, Fax, USB, FTP, SharePoint, HP Flow CM Folder, Email, Fax, FTP

File types PDF, PDF/A, searchable PDF (and PDF/A), TIFF, MTIFF, XPS, JPEG, Text, RTF, CSV, HTML

DSS adds: XML

PDF, PDF/A, TIFF, MTIFF, JPEG

DSS adds: searchable PDF, Text, RTF, CSV, HTML, XML

Technical white paper | HP Scanjet 8500 fn1 to 9250c Digital Sender Comparison For HP Internal/Channel use

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12 Version 3.6.1 – available on the Scanjet 5000, 7000, 7000 s2, 7500, 9000, and N9120.


© Copyright 2013 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice. The only warranties for HP products and services are set forth in the express warranty statements accompanying such products and services. Nothing herein should be construed as constituting an additional warranty. HP shall not be liable for technical or editorial errors or omissions contained herein.

Trademark acknowledgements if needed.

4AA4-6335ENW, April 2013

A Note on the 8500 fn1 Compared to PC-Connected Scanjet Scanners

The lineup of HP’s single-function document management scanners comprises both network- and PC-connected models. While the network-connected 8500 fn1 has many features, the PC-connected models offer more scanning and sending features. Based on the HP Smart Document Scan Software12, these models offer the following in addition to what the 8500 fn1 can provide:

• More document processing features:

– Auto black & white threshold

– Auto page size detect

– Resize page

– Multi-color dropout

• More document post-processing features

– Digital stamps

– Remove holes

– Merge front and back sides

• Separation of scan batches into individual documents by detecting blank pages, barcodes, and even specifying a fixed number of pages

• More robust destination solutions

– More destinations: also scan directly to Google Drive, Box, and Webfolders

– Multiple destinations: scan once and send to several locations at once

– Scan to SharePoint also supports filling in metadata/column information at time of scan

• More PDF features: MRC compression, security options, addition of metadata, and digital signatures.

• Automatic file naming

• Greater performance: when comparing the 8500 fn1 with a similarly-classed PC-connected scanner (e.g. Scanjet 7500), the PC-connected scanner will usually have a shorter “click to file” time since it is harnessing the processing power of the computer to which it is connected
