Get to Know Your Scanner for Maximum Efficiency and Productivity

Having the right scanner for your business can make all the difference in the world. A scanner is more than just a machine that digitizes documents; it’s an essential tool in modern offices that helps to ensure accuracy, efficiency, and productivity. At DEC Office Solutions, Inc., our full-service office equipment and document solutions company located in Garfield New Jersey, provide copiers, printers, scanners, multi-functional devices, and shredders–along with supplies and service–as well as document management solutions (DMS) and managed print services (MPS) that can make all the difference for office managers looking to maximize their working environment.

But it starts with the scanner. As a 21st-century office manager, it’s up to you to select the right model and ensure it is scalable and efficient for your office needs. Here, we provide guided introduction to the world of scanners, from types and formats to the most important features to consider. Ready to learn more?

Types of scanner

When it comes to the most available types of scanners, there are generally three: flatbed, sheet-fed, and handheld.

The most user-friendly of the three is the flatbed scanner. These sorts of scanners are ideal for businesses where document scanning and photography will be used regularly as it features a flat glass surface that allows you to feed a document (of any size) directly into the machine. Not to mention, flatbed scanners are the most affordable and take up the least amount of space in an office environment, making them the most widely used scanners in today’s market.

Then, there’s the sheet-fed scanner, which is designed for businesses with high-volume scanning needs. Sheet-fed scanners have various feeding options that allow users to quickly and accurately scan all types of documents. It’s capable of standardized document input and can handle everything from financial statements to photos and books without distorting text at high resolution.

Finally, there’s the handheld scanner. This type of scanner is a diminutive version of flatbed scanner, perfect for those looking for portability when fielding documents that need to be scanned directly from files or documents in the field. The main benefit of a handheld scanner is that it enables you to scan a wide variety of documents that would otherwise be very difficult or impossible to scan with other types of scanners. And, since a handheld scanner runs on batteries or plug-and-play USB, it doesn’t even require a power outlet to use.

Formats

These days, most scanners support multiple file formats and data streams. Before the buying process, take some time to research which formats are supported by the scanner model you are looking at. Two of the most commonly supported formats are TIFF and PDF, with TIFF providing users with the ability to convert files to raster data and edit images, while PDF is best for converting and preserving documents for archiving and storage. Note that some more standard models may not support a variety of formats, so pay attention to this detail as you shop around.

Other Features to Consider

When choosing a scanner, it’s important to also consider the features that’ll help you make the most of your documents. One of the most important features to pay attention to is the optical resolution. With a minimum of 300 dpi, the resolution should be able to create a clear, detailed image of whatever is being scanned. In this regard, a high-end unit will have the greatest optical resolution, producing the clearest output quality for graphics and text.

Frame rate is another essential feature that’s important to consider as it determines how quickly the item is scanned. For example, some scanners can perform at 8 pages per minute, while others can finish a task in as little as 20 seconds. Batch scanning is yet another feature to look for as it allows you to scan multiple documents at once.

To conclude

The right scanner can go a long way in terms of ensuring accuracy, efficiency, and productivity in a business. Thankfully, a scanner doesn’t have to be hard or expensive to choose and use. By understanding the different types available, the formats available, and the features that make each machine unique, office managers can purchase a scanner that perfectly suits their needs.

Topics:

Scanner, Office Equipment, Document Management Solutions