Many businesses today are shifting online. This means that you will need to go paperless but still have an archive for your documents. This is where desktop document scanners come to your rescue.
A scanner will not only help you keep an archive but the cloud-based ones make search easy. It is hard to search for a particular document in a big pile of papers. However, if you put all your documents in soft form, finding a particular one is just a click away.
If you link your scanner to your cloud storage, you can access your document at any time and from anywhere in the world. You will not be at mercy of the office archive to get hold of a particular document.
Furthermore, scanning a document is like making a second, tamper-proof copy of it. This will help you in organizing your documents in the long run.
Every type of scanner has its own specifications. Therefore, we have brought you this guide to help you land the perfect scanner for your business.
Questions To Consider When Buying A Scanner
It is not like one scanner fits all. Every type of scanner is designed for scanning different types of documents. Therefore, when buying a scanner you need to consider a few questions. Here is a list of the most important things to consider before purchasing a scanner.
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What Type And Number Of Documents Do You Normally Scan?
This involves two things;
- What type of documents will you be scanning?
- What scanning resolution do you require?
There are two types of document scanners both designed for different purposes. These are mentioned below.
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Flatbed Scanners
The flatbed scanners produce a high-quality digital image. It is not restricted to documents but can also scan magazines and books. These come with a glass lid and a feeder mechanism. This type of scanner can load many sheets at a time. It is an optical scanner and you do not need to move the document around to get all the details scanned.
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Sheet Fed Scanners
Sheet-fed scanners on the other hand are specifically for office documents. This does not generate a very high-quality image. These can also scan a large number of documents at a time. As a result, these are less expensive as compared to flatbed scanners. Therefore, if you are looking for a scanner for normal office documents then sheetfed is a good option.
If you have a large space allocated for a scanner and the budget is not tight, then flatbed scanners are the best option.
When it comes to narrowing down the number of documents scanned, you will have to see whether you need a single office scanner or a personal scanner for each employee? This depends on the type and scale of your business.
Buying a single scanner might sound cheap but it will not be time-efficient if every employee needs to scan several documents a day.
2. What Software Do You Want To Use The Scanner With?
Every electronic equipment comes with a different software package. Therefore, you need to make sure that the software you use is compatible with the scanner’s software. Ideally, you should buy a scanner that is compatible with Microsoft Word and Outlook. It should also sync easily with your cloud storage so that you can save your documents with a click.
Today, scanners come with an optical resolution that will save your document in a word file so you can edit it easily. Furthermore, you also need to see if your scanner works with both Windows and Mac laptops. It is recommended to buy one which works equally well with both these systems.
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How Much Office Space Do You Have For A Scanner?
It is one of the most important things to consider especially when you have limited space. You need to consider office space before buying a scanner. They are available in all sizes from small to exceptionally large. It is your space allocation that will determine the size you need to buy.
Moreover, every scanner comes with different features. Certain scanners are small in size but work equally well. In comparison between a flatbed and a sheet scanner, a flatbed scanner occupies more space as compared to a sheet-fed one.
Another thing to consider is whether the space is to be used for a single scanner or multiple scanners? If multiple scanners are to be put together, you might have to buy ones with an intuitive design that deliver high performance but occupy less space.
Another factor that comes into consideration is the weight of the scanner. A heavier scanner will weigh more and vice versa. The weight of the scanner especially comes into account if it is to be moved around. In case your scanner is to be fixed at a place, you do not need to worry about its heaviness.
No one wants to huff and puff after scanning a pile of documents, therefore, the scanner’s lid should not be very heavy. It should be easier to lift and put down. This will make scanning hassle and exertion free.
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What Is Your Budget For A Scanner?
Your scanner budget highly determines the type of scanner you are willing to buy. If you want to scan classified documents and generate a good soft image, then you must invest in an expensive scanner.
Furthermore, a scanner that comes with a copier and a printer is handy and economical. You will have 3 in 1 instead of buying each separately. Moreover, your overall budget for a scanner will also be a deciding factor in whether you want a single scanner or several portable scanners for every employee?
You might get your hands on a cheap scanner, but it will not last long. Therefore, if you have to use the scanner regularly for scanning other types of documents besides office files, you need to invest in an expensive scanning machine that will go a long way.
The price of the scanner also varies from brand to brand. So, one with a good speed and high resolution is certainly expensive.
Conclusion
The type of scanner you buy is determined by your mode of work. A cheap scanner will work equally well if you do not use it routinely. Before buying one, visit the customer reviews to get an insight into the product so that you are not stuck with a good-for-nothing scanner.
