Irrespective of your business size, there is a technological invention that is indispensable – a scanner. No business can be run without documents, be it a conglomerate or a shop in a house. You will need a scanner to make sure all your documents are in one place and secured.
Moreover, the hard copies of documents are prone to damage and difficult to keep in a place. Here a scanner comes to your rescue. Besides ensuring the security of a document, it makes storing a breeze.
However, the number of scanners you need usually depends on the daily usage and the company’s size. Whether you buy a personal document scanner for personal use or an office scanner for your business, quality cannot be compromised. That being said, do you want to learn how to land the perfect scanner? So let me walk you through the tricks of choosing the best scanner.
Types Of Document Scanners
To buy the perfect document scanner, you need to determine the type and frequency of documents to be scanned. Sounds confusing? Let me introduce you to the types of document scanners available to help you choose the best.
1. Portable Document Scanners
If you have a small home-based business, then portable scanners are your best shot. Similarly, if you want to provide a personal scanner to every employee at the office, portable scanners come in handy and save a lot of costs. These are quite cheaper as compared to the desktop scanners but work quite well. However, this is not a good choice if you need to scan a large number of documents on a daily basis.
These are available in several types such as wireless, foldable, and handheld. You can easily fit it in your bag while at a business meeting and scan your documents in no time. Furthermore, it is easily connected to the phone making document transfer to the scanner easy.
2. Desktop Document Scanners
For those looking for a high-efficiency scanner with several good features, a desktop scanner is an ideal fit. As the name suggests, it is to be connected to a desktop for scanning and cannot be moved around like a portable scanner. This sounds quite hassling, but let me tell you that it will make your document scanning quite easy.
These are especially recommended for large businesses which need to scan hundreds of documents on a daily basis. Despite scanning such a large number of documents, it does not get stuck or break mid-way. If you invest in an expensive one, it comes with automation and document correction features. Another perk of the desktop scanner is that it will scan both sides without you having to turn the page every time. This for sure saves large firms a lot of time.
Tips On Choosing The Best Scanner
When you start looking for scanners, you will be bewildered by the variety available. However, if you consider a few questions when buying one, you are sure to buy the ideal scanner for your business or home. To save you from research and spam, below is a list of factors to consider when buying a scanner.
1. Space Available
The space available for a scanner is the biggest concern. A portable scanner can fit in a small space but a desktop scanner requires quite a large spot to be allocated to it. Moreover, the desktop scanner will need to be connected to a desktop which further requires more space. When buying one, make sure the scanner’s dimensions match the available space for it.
Budget is an essential consideration when shopping for a scanner. It is usually advisable to invest in an expensive scanner. This is because it comes with several features and will last longer. Moreover, make sure you buy from a trusted brand. These come with a warranty and replacement facility. Additionally, portable scanners are quite cheap as compared to large desktop scanners.
3. Scanner’s Speed
No one wants to spend hours scanning just a few documents. If you own a big company, you will need to scan large numbers of documents very quickly and a slow scanner will only cost you your time. Therefore, study the speed specs when buying one. A good speed is 60 to 70 pages per minute. In addition to that, a scanner with duplex scanning and ADF (automatic document feeder) will save a lot of time.
4. Connectivity And Compatibility
A scanner is of no use if it is not compatible with your devices and software. If your scanner supports wireless and voice control connectivity, it is a plus. Otherwise, it should also be compatible with Android, Windows, iOs, and Mac to make scanning easy.
Besides supporting several software, it should also provide good resolution to all types of documents you scan. These can include ID cards, newspaper cuttings, certificates, or just some paperwork. Regardless of the type of document, the scanned image should be of high-quality resolution. The ideal resolution is 4000 DPI.
5. Additional Features
Whatever type of scanner you buy, it should be easy to use and have a good interface. What is the purpose if you are stuck with a machine which is difficult to operate? Looking at the market, it has been seen that scanners with LCD at the front and touch screen interface are easier to operate than those with conventional buttons.
Finally, look for the reviews when purchasing a document scanner online. These will give you an insight into the product’s quality by providing a real user experience. A scanner with good ratings and reviews will automatically build your trust in it and you will be comfortable spending thousands of dollars on it. Also, clear your queries regarding the specs by asking the seller, so that you do not end up with a faulty product.
With companies going paperless, a scanner is becoming an essential office supply. Moreover, no one wants to lose their documents, so getting them scanned is an easy way to store and secure them. Unfortunately, selecting the right document scanner for your office can be a headache, but thanks to these tips, choosing the right one will be a straightforward process.