Document scanning has become an essential aspect of any business, especially with a majority of the population adopting online business transactions. Scanning is the transformation of physical documents into digital ones. Doing this requires a document scanner. Yet with various options available today, which document scanner should you buy? This article will give you tips on how you could get your hands on the best document scanner.
1. Consider The Size
Document scanners come in various sizes, so your choice should depend on how often you use them. The two major types are portable and desktop scanners. Portable scanners are usually handheld and with wireless models to boot. This option is suitable when using the scanner on the go and maybe for meetings as you can easily carry it in your bag.
Meanwhile, the desktop scanner should be your preference if you’ll only be using it in your office. Besides, go for a desktop scanner if space allotment isn’t an issue in your workplace, as it can occupy quite a lot of room.
2. Ensure Ease Of Use
When investing in any equipment, you need to ensure that your team can easily use it. The same applies to a document scanner. It should be easy to configure so your team doesn’t spend countless hours trying to understand how it works. Simplicity also applies to any software used by the scanner to get your desired result. The best document scanner software should be easy to use and integrate with your current systems.
A complex tool will waste a lot of company time through training and may lead to inefficiencies because your team lacks adequate knowledge of the equipment. Thus, underutilization won’t make the document scanner a viable investment as you won’t get value for your money.
3. Factor In Speed
The speed of your chosen document scanner is crucial because it will determine how fast you scan your documents. Speed is measurable by the number of documents per day or images per minute.
Here, it’s best to choose based on the average number of documents you expect to print on a given day and the least amount of downtime you want in your organization.
If you handle several documents in a day, go for a document scanner with a faster speed rate to keep up with your workload. The reverse also applies if you don’t scan many documents in a day.
4. Look At Costs
Your choice of a document scanner will also depend on your capability to shoulder its cost. Likewise, the scanner’s cost will determine the viability of your investment.
Besides the initial cost of acquiring the scanner, you need to take note of long-term costs. These are running, maintenance, and labor costs. On the running costs, you need to consider the accessories you need to acquire for the scanner to meet your needs, the cost of these accessories, and how often they get depleted.
On maintenance, you need to ask about the availability of spare parts should the need arise and the scheduled maintenance, if any. If the maintenance and repair costs are high, it’s essential to ask the vendor for a warranty that caters to these needs.
Once you determine the overall costs of your document scanner, you need to compare this figure with the needs the scanner is meeting. Are you getting value for your money? Then, compare this figure with your budget. Is it within or beyond your budget? It’s best to settle for a scanner that is within your budget.
5. Consider Resolution
Resolution is the clarity of your scanned documents. Different document scanners have varying resolutions; hence this should also be factored in when weighing your choices.
The resolution you should go for must focus on the quality you desire from your document. So, the safest bet is to buy a scanner with a high resolution.
It’s also essential to look at the type of documents at hand. Are they colored or black and white? Thus, choose a scanner that can provide what you require.
Suppose you’ll use the scanner to scan images for your photography business. In that case, it’s best to go for a scanner with enhanced image processing to ensure you get your images as they are.
6. Inquire About Capacity
Capacity refers to the scanner’s capability to handle your company documents. Can the scanner work with A4s and A3s? Besides paper size, consider the thickness of your paper. If you’ll be using the scanner for thick documents, such as business cards and credit cards, ensure that it can do this without hassle on your end. So, pick a document scanner that can handle both small and large documents without the need to change settings every time.
Another aspect to consider regarding capacity is how long the scanner can work continuously without getting damaged. This is critical because you want your document scanner to serve you for a long time. Your choice will depend on the number of hours you scan documents continuously. If you’re handling many documents consistently, buy one that can work for long periods without overheating or breaking down.
Choosing a document scanner can be an easy task with the proper guidance. Therefore, refer to the tips discussed in this article to ensure you get the best document scanner for your needs.