Document scanners, the perfect bridge between paper and digital for the office

In the era of digitalization and the cloud, there is a category of tools that can contribute more than others to this conversion: that of document scanners.

Scan or scan?

In Italian we have two different names to define the same activity. With a scanner , as can be seen from the verb “to scan” from which the name of the instrument derives. Scanning in fact means proceeding with the digitization of "real objects", in this case printed documents.

Document scanners: what are they?

Document scanners are professional machines, whose primary, if not sole, purpose is to digitize paper correspondence, documents and contracts. We are in fact faced with the "machine" that acts as a bridge between the tangible and the digital for a tool that, until paper is abolished, will always be central in the administrative and technical departments of companies and institutions.

How to choose a document scanner

This is an investment in hardware, which must be carried out professionally and without carelessness. In fact, we are talking about an investment that is made "once in a lifetime" and which concerns all the digital activities of a company, organisation, professional studio, library or museum.

Consequently, when you decide to enter the "world" of document scanners there are some parameters to take into account. Here are the main ones:

Scanning speed

In a world that is increasingly in a hurry, scanning speed also becomes an important parameter to consider. For this point it will be necessary to make an evaluation also based on the number of scans expected in a given period of time. If the scan volume is low, the scan speed will be a secondary parameter. However, if the acquisition volume is high, this speed will become much more important, if not fundamental.

Scan resolution

A famous advertisement said that “speed is nothing without control”. This also applies to document scans. In fact, we are talking about document acquisitions that will have to be seen by many people and preserved over time. It will be necessary to pay close attention to the maximum acquisition speed and the various possible acquisitions. It is also very important to check that the scanner can scan in color and if so in which modes. Added value may include automatic duplexing and advanced acquisition features dedicated to particular formats or outputs.

Scan volume

Point connected to the first, but not necessarily identical. As with any other device, there is an ideal working range for document scanners . We are talking about a certain number of scans per day or month, a value for which the scanner in question was designed and developed. of course, with a low volume scanner we will be able to temporarily manage medium/high volumes, but this "accelerated" use will lead to greater wear than expected by the manufacturer with high risks of breakage.

Maximum format

Document scanners usually have A4 as their reference format, which is the standard size of the sheet of paper. But an office or a professional could also have particular and specific needs. In fact, it may be necessary to acquire a larger layout or drawing. The important thing is to know your needs well before proceeding with the purchase.

Convenience of use

As with all the devices we surround ourselves with, ease of use should always be an indispensable factor. Hardware should help us and make our lives easier and not complicate it. We will therefore have to select solutions that are simple to use and manage. In this way, in case of need for "non-standard" scans or in case we need to teach someone how to use it, we can do it in a simple way.

Benefits of using document scanners

Even in this case, there are at least five advantages given by the continuous and thoughtful use of document scanners . Here they are:

Cost reduction

Digitization and the consequent sending of digital documents instead of their paper version reduce shipping costs and times. The document can be on our interlocutor's desk, even if on the other side of the world, in minutes instead of days or weeks.

Archive reduction

Paper is bulky, heavy, requires space and care in its conservation. Having a digital or at least hybrid archive is a far-sighted choice in the medium/long term. Accumulating digital files is much simpler, less cumbersome and expensive than the paper counterpart.

Simplicity in storage

It is much easier to store and organize digital files than their paper counterparts. Digital management is simple to change and update, without having to move and reorganize dusty folders and shelves.

Ease of searching for what has been archived

The archiving mission is carried out with the aim or to be ready for possible future research and consultation. Consultation, which in the case of analogue archives is sometimes not actually carried out given the complexity of finding the sheet you need at the moment you need it. Having a well-organized digital archive solves the problem entirely.

Sharing

In times of Smart Working, freelancers, consultancy and branch offices, the issue of document sharing becomes crucial. Having digital documents allows for rapid sharing of them, keeping the work team always up to date and "on track" regardless of the position in which its members find themselves.

Pluses of document management.

Simply purchasing the scanner does not solve all problems. When inserting it into the workflow it will therefore be necessary to create procedures. These automations can be carried out either by shared procedures or specific software. Document management software can be a plus to simplify these aspects.

Document scanners

A fundamental part of business automation and digitalisation, document scanners can be considered as the main input thereof. In fact, good scanning and archiving can start a process that leads to excellent organization of the archive and sharing. All this leads to countless advantages for procedures and timing.

In addition to productivity, with a document management system you can immediately and directly help the environment by reducing paper consumption.

The adoption of document scanners is now an obligatory and necessary step for all business realities, a necessary step that brings only advantages.