When it comes to digitalizing your documents for ease of administration, scanning is the first thing that comes to mind. Scanning is one of the most prevalent ways to store a lot of documents with ease. Finding the best scanner that delivers excellent workflow and performance can be difficult especially since there are various scanners out there that provide limited functionalities. So, before buying a scanner for your heavy workflow, think about the following factors to ensure that you select an excellent scanner.
Takeaway
- Buying the right scanner save you valuable time and money
- Allows you to focus on your personal projects or business matters rather than document management
- These scanners will help you get through a lot of documents quickly and efficiently.
What to Consider
What should you consider when purchasing a scanner for heavy workflow? Scanners are not designed equally, there are varieties of functionalities so in this article we will walk you through some key features to consider and recommendations you can select from.
Automatic Document Feeder:
When handling a large volume of workflow and document management, time and speed are very important factors. Earlier versions of scanners such as flatbed scanners require the user to lift the lid every time and replace or flip over every document before scanning. Though versatile, Flatbed scanners only allow a single scan at a time with limited speed, reducing work productivity with limited or no document management - users manually assemble each page back into a document.
The best solution to scanning a high volume of documents with little or no user intervention is the use of the Automatic Document Feeder (ADF) Scanner. The recent iteration of professional document scanners which are the ADF Scanners are designed with high-end processors giving them the ability to handle a high volume of workflow.
Automatic Document Feeders are capable of scanning 60 or more pages in less than a minute or more, depending on your brand or version. Designed with multiple paper trays, the scanning process becomes easy with better good document management.
Duplex Scanning:
This is also known as two-sided scanning. Most documents now are printed in a double-sided format which allows them to accommodate more data. Scanning these pages without a Duplex functionality available on your scanner can be a hassle - users will manually flip over each sheet to get it scanned which will lead to several delays and slow down the work process.
Any scanner to be considered for heavy workflow should offer a duplex scanning ability. This function makes the scanning process faster and simpler as the scanner does the work of scanning both sides of your document simultaneously without having any manual intervention.
Scanning Software:
Quick and fast scanning does not only come from the hardware, it also has to do with the system software that controls the scanner. Most scanners come with their own built-in software which is sometimes inefficient at processing, sorting and naming cluster pages. However, advanced software such as Adobe Acrobat, and FileCenter provides additional services that make the whole scanning process (automation and indexing) easy.
Storage Solution:
Storage requirement is necessary when it comes to scanning a large volume of documents. Older generations of scanners use the connected device (computer or laptop) storage to store digitalized data which prevents file sharing and most times, files are vulnerable due to hard drive failure.
Current generation commercial document scanners, on the other hand, use cloud-based storage systems for archiving documents and making them accessible to others. Cloud-based services like Microsoft's SkyDrive, Apple’s iCloud, and Google Drive are available for making documents quickly accessible on any of your compatible devices.
Editorial Pick
HP ScanJet Enterprise Flow N9120 fn2 Document Scanner:
If you are on the lookout for a scanner that can handle large-volume workflow at high-speed, then the HP ScanJet Enterprise Flow N9120 is a good choice for you. Offering a scanning speed up to 120 ppm/240 ipm with 20,000 pages per day duty cycle, this makes your job easier and also increases productivity.
The ScanJet Enterprise Flow N9120 fn2 can scan documents up to 11 x 17 inches without user intervention, aided by the 200-page ADF. All scanning operations are carried out on an 8-inch (20.3 cm) built-in touch control panel which features a full pull-out keyboard.
HP ScanJet Enterprise Flow 7500 Flatbed Scanner:
Upgrade your workflow process with fast and reliable scanning. You can scan at a speed up to 50 ppm/100 ipm with 200dpi in monochrome, grayscale, and colour. Simplify scanning tasks with HP Scan Premium and automatically enhance images for ideal scans.
Scan up to 100-sheet ADF at a go and you have the ability to choose from a variety of sizes. Users can also scan pages of books, ledgers, notes, cards, and more using the legal-sized flatbed scanner.
The ScanJet Enterprise Flow 7500 offers a customizable scanning profile and easy access using a built-in four-line LCD display. Easily monitor the system specs and status of your scanner using HP Web Jetadmin.
Fujitsu fi-7030 Office Colour Duplex Document Scanner with Auto Document Feeder (ADF):
When you are in need of a perfect entry scanner model for professional use, the Fujitsu fi-7030 Office Colour Duplex Document Scanner is the best buy for your business. The Fujitsu fi-7030 Office Colour Duplex Document Scanner features a fast, reliable and compact design that fits into any working environment and handles a wide range of documents for mixed-batch scanning. The Fujitsu fi-7030 delivers a scanning speed of 27 ppm/54 ipm, an optical resolution of up to 600 dpi and 1,000 sheets daily cycle enhancing adequate workflow and productivity.
The Fujitsu fi-7030 is built on globally trusted technologies including a brake roller separation and a skew reducer to ensure stable feeding. The Skew Reducer also improves feeding performance and prevents re-scanning caused by document edges being cut off while brake rollers function as the fundamental mechanism to separate each sheet of paper for clean feeding.
WorkForce ES-400 II Duplex Desktop Document Scanner:
Here we present the Epson WorkForce ES-400 II Duplex Desktop Scanner - suitable for bulk document scanning with built-in OCR. The WorkForce ES-400 II not only features a portable, compact design which allows it to fit any working desk but also a reliable paper feeding system -Ultrasonic Double Feed Detection helps prevent missing pages and Paper Protection which helps prevent damage from staples. It is capable of scanning up to 35 ppm/70 ipm at 600dpi with a robust 50-sheet Auto Document Feeder which easily accommodates multiple paper types and sizes in one batch.
Epson WorkForce ES-400 II also features a Single-Step Technology that enables it to capture both sides of your documents in one pass, boosting productivity level and document management. The integrated Epson ScanSmart Software offers you the ability to preview a document before scanning - scan to email, upload to the cloud and automatic file naming - which saves and reduce the scanning process. Users also get seamless integration with other software solutions. The included TWAIN driver allows you to easily incorporate your data into most document management software.
Conclusion
When it comes to picking the right scanner for your workflow, you should consider some of the factors listed above in this article. keep in mind that there are various scanners for various purposes and making the right choice goes a long way in helping your organization or work process.
At Paykobo.com, we offer the best brands of scanners that can suit your everyday activities/purpose and we also offer the best price in the market.
