Have you been considering a document scanner for your business? But you are not exactly sure what to look out for?
There are many questions people have about scanners, such as ‘‘what are the benefits and what features are right for my business?
Well, scanning today is a crucial part of everyday business. In the past, people struggled to maintain their documents in hard copy or would have to queue up at the shops to have them photocopied for various needs. It led to the piling up of papers and increased the risk of losing documents. Another downside is that data or information gets exposed to third parties.
Today, everyone uses scanners to scan and store documents. Businesses can benefit from having an in-house scanner that helps save costs in the long run. The cost of outsourcing your scanning services may be low initially, but they can quickly add up long term.
Sometimes your business might need you to sign documents such as contracts. And a lot of factors can hinder this, such as location, transportation, or cost issues.
This is why you need a document scanner to do this without much hassle. You can include a document scanner in your business set-up; print off the document, sign it with a pen, scan it, and email it back to the person. It is much faster and cost-effective. You can also keep a copy for your records and your company.
There are now a variety of scanners on the market that can meet the needs of businesses but choosing what is best for you can be a challenge. This article discusses more reasons to invest in one and how.
What is a Document Scanner?
In simple terms, a document scanner is a device that converts hard-copy documents into digital files. The scanners can process images, graphics, text, and more, whether handwritten or printed. This device transforms your documents into a digital computer-readable format. It scans documents, digitises them, and displays them on a computer screen. You can use a document scanner for invoices, Contracts-Agreements, and even business cards.
The document scanner works on the principle of transmission and reflection. As the document passes through a series of mirrors and lenses, a bright light reflects from it onto a sensor (photosensitive element).
Scanners connect to a computer to convert information into a digital file (soft copy) and store it on a computer or mobile device. You can edit, share and take printouts of the scanned document on the computer.
Most document scanners let you save document files to Cloud for easy access anywhere and anytime.
Types of Document Scanners
You can choose a scanner type from the list below based on your business needs.
- Flatbed: Flatbed scanners are the most common type of scanner available today. They are versatile and easy to operate. The scanner has a flat, glass surface that holds paper sheets, books, or other objects for scanning. It uses a light or image sensor, and a mechanism rolls under the document to capture the image. This scanning type reduces the risk of damage since you do not need to move the document during scanning. Most flatbed scanners can be adjusted to scan thicker materials, and some can come with additional functions such as automatic document feeders and wireless or Bluetooth technology. The flatbed scanner scans documents at a higher quality and is best for businesses that need high processing speed because it can scan a large number of documents with just a touch of a button.
- Sheetfed: Sheetfed scanner is a digital imaging system. It works similarly to flatbed scanners, except an image is fed through them and moves along their beam rather than the beam itself. It is designed for single, loose sheets of paper and is widely used by businesses to scan office documents, memos, invoices, and other office notes. This type is not suitable for books or other unbound materials. This scanner is less bulky than a flatbed scanner, and they are best for businesses that need to scan hundreds of documents.
- Slide: Slide scanners are plug-and-play devices specialised for scanning 35mm slides and film negatives. It can scan documents that aren't well-suited for direct scanning, or captured by a digital camera. Once a slide scanner is linked to a PC and the relevant software is loaded, slides can be scanned with the touch of a button. After that, the slide can be uploaded and enlarged.
- Drum: Drum scanners scan transparencies and negatives at high resolution and produce the highest quality scans. These scanners are mostly used for capturing pictures. It is considered a tremendous upgrade to a regular flatbed scanner. They are most effective but may be hard to operate.
Why Businesses Need Document Scanners
No doubt, document scanners are an essential asset for growing businesses today.
One distinctive thing about the document scanner is that it is a great way to make your business more productive and better organised.
Due to the perishable nature of paper, businesses are increasingly going paperless to preserve information in the future. Here are more reasons why you should get a document scanner:
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Saves Time: A document scanner is beneficial to easily save documents, pictures and other information on your PC so that it is easier and faster to find them when you need them. For storing analog information in an electronic system of records, offices use scanners to digitise it quickly. If you have lots of paperwork to be digitised, then document scanning helps make transferring information from any document or image to your computer easier without hassle.
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Save Cost: Scanning documents is a great way to be more efficient and save money when you need to store files. It is also a cost-effective and flexible way to share documents with third parties. A document scanner can help businesses whether big or small to process and organise loads of hard copy documents. It offers a digital backup of your documents. It will simplify the process of converting paper documents into digital files and make it easier for you to manage any type of paperwork
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Convenience And Security: Using a scanner is easy and requires no technical setup. Compared to fax machines, scanners do not require a dedicated line and save files digitally on your computer. Also, With a document scanner, you'll be able to convert paper documents into digital files without the need for scanning services outside, exposing your data to third parties. This way, your company’s data is safe from outside sources.
How do I Choose the Right Scanner?
Overwhelmed by all the document scanner options on the market? Below are things to consider when choosing an efficient document scanner to help streamline your options when shopping for your business.
- Your Budget: what’s your budget? The number one thing you’ll need to streamline your options is to plan your budget. Many economical scanner options are available if you have a tight budget. With more money, you can get a scanner with a higher-quality feature.
- The Features: What type of scanning abilities do you need? Some document scanners come with a lot of features you won't use, while others may not offer enough functionality. Scanners may vary by functions such as speed, quality, automatic feeding, and duplexing, while some can scan oddly sized documents. Paper handling is another factor. Some scanners can only handle standard paper sizes, whereas others feature movable trays to handle a wider range. Choose a scanner that can handle the paper you'll be scanning.
- Software Needed: Document scanners come with software to run them, but not all scanning software is equal. Some scanners come with software for both scanning and editing, while others only come with software for scanning.
- Ease Of Use: Another factor to consider is the scanner’s ease of use. When shopping for a scanner, you should remember that you’ll not be the only one operating it. Your colleagues should be able to operate it too.
- Size: Choosing a scanner's size relies on how much space you have and how often you scan large files. If you occasionally scan large items, you'll want a scanner with a large scan bed. However, if you mostly scan smaller documents like receipts, then a desktop scanner is fine. A single-page scanner will do if you only scan a few papers a day.
Conclusion
Choosing the right scanner for your business can be challenging, even with so many scanners on the market. You’ll need to do the right research to select the right scanner for you, which is why this article discusses the main considerations when buying a document scanner. You should consider them to make the best buying decision.
Do you want to compare some top scanner options? Then check out this article for some well selected scanning options right for you.
At Paykobo.com, we’re happy to help you with office solutions that will meet your needs.
