Document scanners are invaluable devices that enhance your company’s security and get you one step closer to running a paperless office. If you want to take advantage of the many benefits document scanners offer, you need to know how to choose the best model. Here, we’ll tell you everything you need to know about document scanners, introduce you to different document scanner types, and help you select the best one.
What Is a Document Scanner?
Before discussing document scanners, we need to define them. The main purpose of a document scanner is to convert physical documents into digital data. These helpful devices are used in many companies, big and small.
Why You May Need a Document Scanner
Although we’ve witnessed major technological advances that allow going paperless, many businesses still rely on paper documents. If you run such a business, you may wonder why you should invest in a document scanner. Here are the most important reasons:
It Saves Time
A document scanner can help you and your employees be more productive and efficient. Instead of wasting time searching through piles of documents, your employees can access any digital file within seconds, thanks to document scanners.
It Enhances Security
Another important reason businesses need a document scanner is security. Although many believe that keeping sensitive information in digital form is risky, it’s the opposite. Scanned documents are encrypted, meaning only authorized personnel can access them. With paper documents, there’s always a risk they could end up in the wrong hands or get damaged.
It Improves Communication Between Coworkers
In many companies, employees from different teams work together to complete various tasks. You can make their communication and collaboration much easier with a document scanner. Digital documents can be shared with others in a matter of seconds, which again results in improved productivity.
Depending on the industry, your employees can also use a document scanner to share documents with customers, clients, suppliers, and other companies.
There are two main types of document scanners: portable and desktop.
As their name says, portable scanners are lighter and easier to transport. They’re ideal for those who are often on the go but want to be able to create quality scans. Portable scanners are also suitable for those who don’t need to scan documents very often. These scanners can be further divided into wireless, handheld, and foldable.
Desktop document scanners are stationary and much larger than portable models. While this may not seem ideal, desktop scanners offer many benefits. They’re powerful, efficient, and built to meet high scanning needs. Depending on the model you opt for, you can enjoy additional features.
For example, some scanners notify you if you place a document incorrectly, allow you to scan both sides of double-sided images, etc. While their price is often much higher than that of portable models, many business owners agree the investment is worth it.
How to Choose the Best Scanner
Since there are many options on the market, choosing the best document scanner can be overwhelming. We’ll discuss the most important criteria you should focus on to make an informed decision and ensure the scanner matches your company’s needs.
The first factor you should focus on when choosing the best document scanner is your company’s scanning needs. For example, if you need to scan a large number of documents daily, you should probably look into desktop scanners with large capacities. On the other hand, if you only need to scan a document or two while in a meeting or on the go, you should check out portable scanners.
High-capacity document scanners can be bulky and take up a lot of space. If you have a small office, measuring the area before purchasing a document scanner may be a good idea. That way, you can compare the available space to the scanner’s dimensions and ensure it will fit. You can also opt for more compact, portable models, depending on your company’s needs.
Dots Per Inch
Dots per inch (dpi) indicates how many dots can be placed in a line within the span of 1 inch. The higher the dpi number, the better the quality. While having a document scanner with high dpi may sound appealing, it’s not always necessary. A dpi ranging between 600 and 1,200 is more than enough for most businesses.
Bit depth, or color depth, represents the number of bits used to indicate a single pixel’s color. Like dpi, the higher the bit depth, the better. A bit depth of 24-36 is sufficient if you’re looking for standard color scanning. However, if you’re a graphic designer, artist, or architect, you should aim for higher bit depths that allow high-quality scans.
Suppose you already have a well-established technological ecosystem that optimizes the workflow, enhances employee collaboration, and improves productivity. Adding a document scanner to such an environment can be helpful, but only if it integrates well with the entire system.
To ensure this, double-check whether a particular document scanner works with a specific type of technology.
While the primary purpose of every document scanner is to convert physical documents into digital files, many models have additional features for extra convenience. Such features include dual-side scanning, file name customization, extra storage, image hosting, or other software.
Although more features sound appealing, they aren’t a necessity. If you’re on a limited budget or have basic scanning needs, a standard document scanner will suffice.
Since document scanners can cost less than $100 to several thousand, determining how much you’re willing to spend is vital. Be realistic and find a scanner that covers your needs.
Purchase Your Document Scanner From a Reliable Seller
When buying a document scanner, you want to be sure of its quality, reliability, and durability. If you want a stress-free process, you should work with a reputable seller that offers a wide range of document scanners for businesses of all sizes and scanning requirements.
Contact Modern Office Methods if you need a document scanner in the Cincinnati, Columbus, Dayton, and Mansfield areas.