As with any new technology purchase, there are things to keep in mind to ensure you find the best scanning solution for your business.
How much space do you have for a scanner? Scanners are available in compact and desktop sizes through to professional and multi-function printers with a scanning function. If you have limited space available, make sure you choose a scanner that helps with organisation rather than adding to the office clutter.
What will it scan?
Will you only be scanning A4 sheets of paper? If not, make sure that your scanner can handle a variety of paper sizes, as well as plastic cards if required.
How many people will use it?
Depending on the size of your organisation, you might require more than one scanner. Think about how many people will be using each scanner. If it’s going to be regularly used for large documents or by many people, you will want a device that offers a sheet feeder so that you don’t need to position and replace every individual sheet of paper.
It’s also worth remembering that the more people who use the scanner, the higher scanning speed you are likely to need.
How will you access and use the digital document?
How will you want to access and use the document once it is in digital format? Does the scanner offer you the options of storing the document in the Cloud, PC or Mac, File Transfer Protocol (FTP), shared folders, USB drives, or sending it to email?
When it comes to scanning software, there are many options available. Using the software that is included with your scanner is often easiest, although it’s important to ensure that it can be used in conjunction with any other systems and software you regularly use.
For example, is it compatible with all operating systems like Windows, Apple, Linux and Citrix? Will you be able to access the document in Word and other Windows programs, Adobe applications or other image programs? Do you use an industry-specific software?
Additional hardwear is also worth thinking about. A scanner with printer connections is a useful thing for when you need hard copies on the run.