Scanning Tips: Choosing Small Business Scanners
Document scanner enables users to create a digital archive and ditch the filing cabinet. These days, businesses are trading in their filing cabinets filled with documents and files from long ago and are using document scanners to scan and store their important documents. By using a document scanner for the business, users open up more space in their office, sustain the security of sensitive data and information, and have an electronic copy of critical documents that will not be irretrievably lost.
How to choose a digital scanning
solution for small business
To help the
users in choosing the best document scanner for their business;
some key questions help in effectively narrowing
the search.
What do you need to scan?
The type of
scanner one should quickly scan the types of documents one needs to digitize
and deliver clear, crisp images. Is someone scanning paper documents and
receipts?
Does anyone need to check photo identification?
Is someone planning on scanning
photographs?
When
selecting a scanner, the items one plans to scan should be the primary
consideration. Many document scanners can handle paper documents, receipts, and
photo identification with ease. However, one will need a scanner explicitly
designed for images and pics to scan photographs. Photo scanners offer higher
resolution and improved color, preserving the appearance of pictures when
rendered digitally.
How many documents does one intend to
scan?
If someone
plans to digitize paper archives, he will need a high-volume document scanner.
High-volume document scanners generally come with an automated feeder that
digitizes large amounts of paperwork without requiring close supervision and
monitoring, allowing the user to create a digital archive of the files.
Suppose
someone plans to scan documents occasionally, though he is better served with a
less expensive model. Depending on the needs, there are portable document
scanners that do the job, as well as there are smartphone applications that use
a phone's camera to recreate documents digitally.
Does anyone need Optical Character
Recognition?
Optical
Character Recognition (OCR) enables the computer to read the text in the
documents quickly. OCR makes it very easy to organize, search and format
scanned documents. OCR is usually an industry-standard feature included in many
modern document scanners, and it is a massive timesaver for businesses.
What operating system is the business
using?
The document
scanner the business is considering purchasing must be compatible with the
operating system. Many document scanners work well with PC software, while few
are available for Mac. If the business uses Mac OS, verifying with the sales
representative or the manufacturer that the document scanner the company is
considering is compatible is necessary. Even if the scanner is not immediately
compatible with Mac OS out of the box, the user can install third-party
drivers. However, these are sometimes less functional and hamper performance.
Which type of image sensor does the
user need?
A contact
image sensor is a less costly and more compact alternative. However, it will
struggle to scan wrinkled paper or bound pages properly. Purchasing a
charge-coupled device eliminates this problem, but the scanner will take up an
ample amount of space and can cost far more.
What resolution is needed?
If the user
only scans documents, the standard 600 to 1200 dpi is proper. If the user is
scanning photos, he will need at least 2000 dpi. However, getting prepared to
pay comparatively more for a higher dpi scanner is required.
What color depth is needed?
Like
resolution, the low color depth is fine if the user only scans documents. One
has to aim for at least a 48-bit color depth for photos.
Need for USB connectivity.
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