You can use document scanners to convert paper documents into a digital form quickly and inexpensively. There are many advantages of keeping office documents digitally, regardless of the business. However, since there are a large variety of document scanners with different features at various price points, you need to know how to find one ideal for your needs.
Main Advantages of Scanning Documents
The biggest benefit of scanning paper documents to convert them into a digital form is that the documents are easier to store, manage, and retrieve. It can significantly boost office productivity. In addition to the savings in time, scanning keeps the document secure. Not only do you not have to worry about keeping papers safe from physical damage but also you can rest assured they can never be misplaced as you can store them on the cloud. According to Forbes, scanned documents protected by digital signatures and blockchain technology can be impossible to falsify. Sharing documents is also much easier and more secure.
Important Features of Scanners You Need To Consider
Resolution and Color
If you are scanning photos and drawings, you will benefit by buying a high-resolution scanner for capturing the finer details and being capable of zooming without losing definition. Of the two resolutions commonly quoted, optical resolution, the actual resolution at which the scanner operates is more important than output resolution. You can also change the scan resolution with the scanner software. With the cost of color scanners dipping, it makes sense to buy a color scanner as it can handle both color and BW documents.
Speed: When you need to scan a heavy volume of documents, the scanner speed becomes an important consideration. The scanner speed is measured in terms of pages per minute. Using a slow canner can be painful, but spending money on an ultra-fast machine may not be worth it unless you need to scan many documents quickly. Testing a few scanners of different speeds will give you a better idea of what to buy.
Document size: You will also need to consider the size of the documents you want to scan to select a suitable scanner. Most scanners for small office use can handle paper sheets of A4/legal size, though if you have large documents like architectural or engineering drawings, you may need to go in for a larger size, which can be considerably more expensive.
Feeder vs. Flatbed
If you need to scan a few unbound documents at a time, or even books or delicate papers, you should opt for a flatbed scanner where you place the document on the machine by hand. However, if you need to scan many loose sheets of the same size, you should choose a scanner with an automatic document feeder. Some compact scanners have a roller that draws in the document from one side and ejects it from another after scanning it.
Conclusion
Scanners are handy in small office-home office environments since they allow you to store, organize, secure, share, and use important documents far more easily than paper documents. Knowing your requirements is the key to buying the right scanner and optimizing value for money.
