How to choose a Document Scanner: A Buying Guide !
Whatever the size of your company A document scanner provides important documents with an extra layer of security.
- The storage of paper documents can be costly and could pose a security risk, therefore it’s recommended to convert your documents into the digital format.
- The scanner for documents converts important papers to digital data, however different kinds of document scanners might be more appropriate for specific firms.
- There are desktop, portable or mobile document scanners at varying costs and subscription charges in the instances of document scanner apps.
- This guide is beneficial for small-mid sized businesses who are interested in using the scanner of documents to digitise their paper documents.
The wide-spread use of technology in small-scale businesses has made paper documents ineffective. Converting paper documents to digital files can be the initial step to a paperless office. Digital files are safer and ensure that you don’t lose valuable documents.
This is why it’s a great idea to safeguard your documents by changing your physical documents to digital formats in the future. Documents stored in digital format is generally considered to be the best practice, however it requires the appropriate equipment. Document scanners are an essential component of the hardware used in an organisation that manages documents.
We’ll discuss scanners for document scanning, different kinds of document scanners, as well as how to select the best scanning device for the needs of your business.
What is a document scanner?
Document scanners convert paper documents into digital or electronic data format. They are commonly employed in corporate settings to turn important files to digital information.
Document scanners are beneficial to businesses and small companies alike. There are a variety of scanners for documents that allow these tools to benefit various companies.
In the process of converting documents into digital formats to ensure their safety, document scanners play a crucial function.
Before you purchase a scanner, think about implementing the most suitable document scanner in your company to manage digital records, and let employees edit their records.
The reasons why businesses require document scanners
If you’re still relying heavily on filing paper documents you might not be aware of why you require an electronic document scanner. There are several advantages of converting papers into digital documents:
- Reduces time
A digital filing system could help your company save time and make for a more efficient workplace as employees are able to access files almost instantly rather than having to look through the drawers or files to find them.
- Keep your documents secure
The storage of documents electronically can protect sensitive information from getting into the improper hands. Paper documents are easily modified or deleted while electronic documents can be signed using a digitally encrypted signature.
- Protects documents from physical damage
Paper documents could easily get lost during a natural or fire catastrophe. The digital documents are safely backed with cloud backup and can be easily accessed during an emergency.
- You can easily share documents
If you often transmit contracts or documents with others scanning a document can simplify the process. Digital documents mean you can easily send and receive important documents quickly.
- Collaboration on documents is easy and simple
Online storage of documents helps you connect with others. A whole team can work on the document from anywhere without needing to exchange emails.
Different types of document scanners
The three primary types of document scanners are desktop and portable scanners that cost a lot, and the last is mobile scanners which are available for installation on smartphones, iPads, Mac etc.
Best way to determine the type of scanner your company needs
If you’re trying to decide which scanner your company needs, consider the type of documents that you’ll be scanning. For example, if you’re planning to scan a large amount of documents, you’ll likely require a larger desktop scanner. If you’re only required to scan documents during meetings, a less expensive portable scanner might suffice.
Also, you must ensure compatibility, convenience and accessibility with existing workflow. Before you purchase a scanner, determine what technology it works with. This way your documents can be accessible immediately after you have scanned them.
Determine how quickly you’ll require the scanner to be on the market. If you’re running a small company which only scans documents on occasion, speed might not be an issue. If you’re a bigger business that must scan hundreds of documents every day and you require a solution that is fast to prevent a huge backlog of paperwork.
Why do you think you don’t require an actual document scanner, but an app for scanning documents?
Here are a few convincing arguments against purchasing the scanner you need from your company.
- It’s not necessary. In the event that you don’t have to regularly scan documents, it could be a waste of money for your business.
- The price is high: Smaller businesses might be reluctant about investing a few hundred or a thousand dollars for the scanner for documents.
- Small space: A company working from a coworking area or smaller office might not have enough space to install an image scanner, specifically those with larger capacities.
The purchase of a document scanner requires some thinking. Think about whether you require the convenience of a portable document scanner, or an on-desktop document scanner? Do you have the budget to spend anywhere between $60 and $1000 to purchase the scanner, despite the possibility that it will also need office space. The other thing to consider is whether your staff members are using hybrids, remotes or are completely returning to the office.
In these instances it’s smart to have a document scanning app on your phone to scan, save and share documents.Further these scanner apps are user-friendly and are generally free to install with an in-app subscription that can be purchased based on the requirements of your business, and simple to master the art of the scanning process as well.
Technostacks Infotech has created an app for scanning documents called QuickScan document scanner app that offers all-in-one capabilities of editing, scanning documents, sharing, and protecting files documents, papers, etc.
The final decision is contingent on what your business requires from the use of a document scanner. Companies that scan a lot of images and documents will probably be considering document scanners. Smaller businesses that rely on scanning and images as a photography business – might consider investing in a scanner for documents.
Kosha Shah is a digital strategist at Technostacks Infotech, a top web, software, and mobile app development company in India, USA, and UK. She writes engaging blog topics for trends, mobile, and industry software news.