High-speed scanners help businesses stay organized and save time: Which scanner is right for your applications?

The COVID-19 pandemic caused restrictive containment measures involving social distancing, remote working, and the closure of commercial activities that resulted in operational challenges.

It posed huge operational challenges for businesses. It became imperative to make information easily accessible and shareable even from remote locations. Going digital became the need of the hour.

The most important aspect of moving toward a digital or paperless culture is converting legacy paper documents to electronic documents. 

According to The Scanner Global Market Report 2021: COVID-19 Impact and Recovery to 2030 report: "The global scanner market is expected to grow from $24.9 billion in 2020 to $27.45 billion in 2021 at a compound annual growth rate (CAGR) of 10.2%." The market is expected to reach $33.85 billion in 2025.

A document scanner for every application

Today, scanners are crucial for any modern business, allowing you to transfer your paper documents into digital files that can be easily stored, managed, and shared. They help companies become more efficient—in both a practical and an environmental sense.

Office or desktop scanners

These user-friendly scanners maximize accessibility and flexibility and scan a diverse range of documents. Office scanners fit the needs of small, medium and large businesses and enhance overall work quality.

Production scanners

These are document scanners with high-volume output. They have large ADFs (automatic document feeders), usually over 100 sheets, plus rapid scanning speeds of over one page a second. They are built for high-quantity daily scanning to suit the needs of scanning departments in public and private sector businesses, such as councils, financial institutions, and professional scanning bureaus. Industry-renowned software suites are included with these document scanners and help the users effectively store and share scanned digital files.

Networked scanners

These are connected via ethernet cable; once installed to a lead computer, they can be placed anywhere in an office environment. As long as the scanner is connected to the same physical server as your company's digital folders, the scanner can send scans to any number of destinations, as well as email and cloud destinations.

Which scanner is right for me?

With such a wide variety of scanners available for almost every type of organization and industry, how do you determine which scanner is best suited for your specific business requirements? 

Let's look at some of the key factors to consider when choosing the right scanner for your business:

Document size & type

Consider the average paper size of documents to be scanned. Scanners are available for A6, A4, A3 sizes. If the documents are printed on both sides of the paper, make sure the scanner you choose can scan back and front at the same time.

Black & white or color scanning

Are the original documents in black & white or color? Some documents, such as medical reports, graphs, or charts, may need color scanning. 

Scanning resolution

Are you scanning documents only to make them computer-readable? If so, low-resolution scanning may suffice. But if you need to reprint scanned images or create high-quality graphic files from them, you may need high-resolution scanners.

Centralized or decentralized scanning

If employees need to scan documents at their desks in respective departments, they will need multiple desktop scanners. Alternately, if scanning operations are centralized, you must deploy a networked scanner so that users from all departments can securely access it via a computer on the network and scan the desired documents.

Volume & speed of scanning 

Carefully consider the number of documents you need to scan daily, as scanner costs are usually directly proportional to scanning speed. 

Ensure that you strike a balance between cost, scanning speed and output quality.

Stay organized, stay paperless!

A high-speed production scanner is essential if you have a substantial volume of documents to digitize. 

High-speed scanning helps businesses affordably digitize their documents and store them in a compact, clear, and accessible way. This helps save on expensive storage space, make office areas less cluttered and give staff a feeling of freedom from the burden of paperwork.

High-speed scanning is a boon to the modern enterprise

High-speed scanning helps businesses digitize large documents without sacrificing accuracy. The right combination of scanner capabilities and end-user requirements at a departmental or organizational level helps troubleshoot their document management processes. These could be handling large volumes of legacy documents via backfile scanning services or supporting business processes digitally in a day-to-day manner using day forward scanning. 

Onsite or offsite scanning: Which is best for you?

You can choose to invest in production scanners at your location or leverage the services of a professional document scanning company such as DRS, which uses high-speed production scanning machines for every type of organization and every type of application. We arrange for secure transportation of your documents to our offsite scanning facilities. If you want to avoid the expense of purchasing scanning hardware but want the scanning project to be executed within your premises, our onsite document scanning services are ideal for you.

Data capture technologies maximize your scanning hardware

DRS has the technology and expertise to capture information from web forms, applications, scanned images and hand-written records. Our intelligent OCR technology, ICR and OMR electronic data capture services allow you to maximize the capabilities of your scanning hardware. 

We use advanced data capture technologies such as Intelligent Character Recognition (ICR), Optical Character Recognition, (OCR) and Optical Mark Recognition (OMR), to extract electronic information from paper documents, microfilm, microfiche and aperture cards. Automatic data extraction is much less labor-intensive and more accurate than manual data entry, making these solutions extremely cost-effective.

Storage and management of high volumes of digital documents 

High-speed scanning generates digital documents at a very fast rate. It is not enough to have digital copies of your documents available—they must be stored optimally (on the cloud or on-premises) and managed through the document lifecycle.

An enterprise-level content management system is essential to manage unstructured data such as scanned images and email and support structured data in applications such as ERPs or CRMs.

Mercury, our Enterprise Content Management (ECM) system, manages your business information across different applications such as email, SharePoint, ERP, CRM, or any other in-house application you may have. It gives your teams 24/7 access to all your business information—from anywhere and any device.

Mercury allows you to analyze your data and derives insights to make cost-saving decisions such as data migration or deletion of unwanted or redundant data.

It reduces compliance risk and puts you in control of your Information Governance policies, tackling complex issues like access control rights, security of sensitive data and compliance to strict document retention policies.

Mercury optimizes your data storage utilization so you can save up to 60 – 80% in storage costs. Ask us for a demo of Mercury today.

DRS: High-speed production scanning experts

DRS Imaging specializes in secure conversion for your business documents. We can convert any document type such as standard paper files, large format drawings, microfilm, photographs, microfilm or microfiche, or mixed digital media into digital format. 

We provide cost-efficient superior document imaging services and have several dedicated scanning facilities across the United States with hundreds of trained specialists. 

We are authorized resellers of Canon and Kodak scanners, and our scanning specialists can guide you in selecting the most suitable scanner for your business needs.

Canon is a leader in the scanner segment with award-winning scanners that meet the most demanding resolution and color requirements. Canon offers a wide range of high-speed production document scanners. Read more about Canon Scanners.

Kodak Alaris offers a range of production scanners for accurate, high-quality information capture. Read more about Kodak Alaris Scanners.

We provide maintenance service contracts to support just about any manufacturer's equipment, including Scanoptics, Bell & Howel, Canon, Minolta, Fujitsu, Panini, Epson and more. 

Get in touch with us today, and we'll help you choose the best scanner for your business. Contact DRS Now!