Understanding the usage of scanners within the workplace has become increasingly important as businesses arc towards a more streamlined and efficient digital workflow. From document management to managed print services, scanning is an essential tool to many a workplace. In the hackensack New Jersey and tri-state area, DEC Office Solutions, Inc. is a family owned and operated Office Equipment and Document Solutions company that offers a full line of office equipment, from copiers, printers, scanners, multi-functional devices and shredders. This article explores the multitude of uses that scanners offer as well as potential advantages and considerations for utilizing scanners within the workplace.
The primary purpose of a scanner is to capture digital images from paper documents and photos which is then saved as a digital file. It is able to accurately replicate the content from the hardcopy to the digital form by capturing and converting it into a series of dots which are then digitized in the form of characters. The scanned output is then typically stored in the form of an image, saved as plain text in a document or an email.
scanners offer a multitude of uses in the workplace. The most common uses are scan-to-email, scan-to-fax, scan-to-file, scan-to-share and scan-to-print. Scan to email is the most popularly used feature and enables scanned documents to be sent directly as an attachment to an email. Scan to fax allows documents to be faxed easily and quickly by converting the scanned document into data and sending across digitally. Scan-to-file produces a digital copy of the scanned document which can then easily be indexed, retrieved and shared. Scan-to-share enables users to securely store scanned documents on distributed networks and servers. Finally, scan-to-print enables documents to be quickly printed out as hardcopies.
scanners can be incorporated into document management systems such as Managed Print Services (MPS) which provide better management of document content and workflow. These systems enable businesses to automate processes, enforce document security, and reduce the cost of document management. Additionally, a digital workflow allows businesses to take a paperless approach and streamline the process from capture to storage, including document organization, indexing, retrieval and printing. Furthermore, scanning of documents is much faster than manually data entry and is typically more accurate.
A potential downside of scanners is that they add an additional layer of complexity and cost to the document production process. Additionally, scanner productivity differs greatly from one brand to another and, depending on the scanner, there may be a need for additional hardware or software. Furthermore, scanners need to have plugins installed when scanning to a PC which can cause compatibility issues. Lastly, initially setting up a scanner can be a complicated task depending on the model type and brand being employed.
Understanding the uses and potential advantages of scanners is essential for businesses to navigate the world of document management and managed print services. scanners offer an easy and efficient way to capture, convert, and process hardcopy documents into a digital format. Although there are potential disadvantages of utilizing scanners, done right, they can be invaluable tools for businesses interested in streamlining their document production and workflow.
Topics: