Most homes and small businesses have document scanners. These are devices that transfer ink on paper documents to digital representations that can be manipulated and used on a computer. Most are usually built into multi-functional devices such as the four-in-one machines that handle printing, faxing, copying and scanning.
However, there is a wide variety of document scanners available; high volume scanners are specifically designed for business purposes. This article explains the benefits of scanners and why you need them for your firm.
Businesses have different requirements regarding how they handle their documents. Some businesses need to keep their records for the normal verification of expenses and for proving the validity of contracts. Others such as law firms, , accountants, private medical practices are required by law to maintain various documents in perpetuity. Use of standard document scanners in such situations is possible, but considering the workload, it turns out troublesome than it is worth. In such a case, it is worthwhile to consider using scanners.
Even if your firm or business does not have a legal demand or imperative to maintain such document files, it is worthy to keep records for your interests. A very high legal liability is associated with losing, accidentally destroying or misplacing documents.
For instance, a small business that experienced extensive flood damage to their office or crucial workplace might lose many important documents. This could possibly lead to nullified contracts or misfiling of taxes. By having document scanners, businesses are able to avoid these unforeseeable mishaps. Scanners empower business to avoid these pitfalls in an efficient and cost effective way.
Factors to consider when buying a Scanner.
One of the first things to look for is how high the optical resolution of the scanner is. Generally speaking the higher the resolution is the better quality the scanner is going to be. Look for scanners with at least 1200×1200 dpi (dots per inch) to ensure that the scanner can scan documents properly. Any lower and the scanner will take longer to scan the image and the scanned results may turn up blurry and unreadable, especially for small text documents.
The compatibility of the scanner with the operating systems is crucial. Some scanners are designed for specific operating systems, you therefore need to check the specifications before buying one.
Scanners are available in many models and costs. Document scanners have different sizes and speed capabilities as well. You can purchase large scanners that will read the entire document top to bottom and front to back in just a matter of seconds. Now there are even scanners the size and shapes of pens that use laser technology to read the document. Some scanners use sophisticated technology that scans the document first and then sorts out the information later while others scan and sort which may take more time to process the information.
You and the management team should decide which document scanners are right and efficient for your current situation and environment. High volume scanners process batches of documents more than 70 pages, and can scan them at high rates of over 60 pages per minute. These are recommended for large firms or companies.Again, there is quite a range to these products; some high volume scanners do not match the specifications above, and some document scanners may work better than them.
High volume scanners have varying abilities to handle tear sheets, graphics, barcodes, and any other items that modern document scanners are required to deal with.
Scanners, a breakthrough technological invention perfect for business
Scanners of today have become much more convenient and available for people to use on the go. It wasn’t too long ago that if you wanted a document copied and sent over long distances, it would take at least a few days to reach its destination. Today however, we have the technological capabilities to scan a document wherever we may be and send the copy electronically anywhere in the world in just a matter of seconds.
We see document scanners being used in the real world every day. Store clerks use them to scan bar codes to ring up prices of items. Businesses and corporations use scanners on employee id tags to enter buildings and allow access to certain functions. And airports use them to scan tickets for passengers. They are literally used everywhere but are now becoming available for individuals to use them as well.
So what exactly would someone need a document scanner for? Well, many of us used to use a scanner in the form of a fax machine. These machines were and still are quite big and bulky. It used to be that if you wanted to send a document to someone for whatever reason that you would have to locate someone or some business that had a fax machine to do it. Nowadays, with individual or personal document scanners you can scan the document yourself and send it instantly without having to buy or track down a big fax machine.
Household scanners have been around for a while, but the new handheld scanners that you can take with you wherever you are, are just starting to catch on. These new scanners are great for the business man or woman who is constantly on the go.
For example, let’s say that you have an important document that needs to be signed by a client at a certain time but you are stranded at an airport with no way to get that document to the person before the allotted time. Ten years ago you would have been well out of luck. But today you can take your personal scanner out, scan the document, and then send the file via email or internet where that person can then print the document that you just sent them and sign it well before the deadline.
No matter where you are, so long as you carry your laptop and scanner with you, documents can be scanned and submitted in just a mere fraction of the time it used to take. You can find these scanners at just about any computer store and are sold on the internet as well. These benefits explains why we still need a scanner in any environment.