How to choose the best document scanner

“Help – which is the best document scanner for me?”

At Info-Organiser, this is a question we get asked every day. Choosing the best document scanner for your electronic office is easy if you know what you need. So please enjoy these tips for choosing the match that is best for you.

There are three essential questions to answer to find the perfect office scanner match…

1. How many people will need to use the scanner?
A robust yet entry level document scanner is a good place to start for a small-medium business or for areas with 1-5 employees and one designated scan station. Our favourite desktop scanners at the moment are the Avision 176U for $499 plus gst or the Avision AV280 (pictured) for $1,400 plus gst.
For organisations with more staff and large volumes of documents we recommend a document scanner on every desk or a larger high speed scanner model that is also networkable.
Small or solo operators with minimal paper documents (5-6 a day) will usually find that a multi-function device will be adequate.

2. How many pages will you be scanning each day?
It comes down to speed! If fast scanning of your paper documents is important to your workflow then you will be after a document scanner capable of scanning 60 pages or more a minute. (This is substantially faster than most Multi-Function Devices). If you are have less demanding quantities to scan then a 30 page per minute scanner is adequate.

3. Do you want these features?
To be an effective paperless office we recommend that your document scanner has these three important features:

a. The ability to create a text searchable pdf (and other file formats). This ensures that you can search for the document, as well as the content within the document. (This is particularly handy when using Info-Organiser’s text search.) In Australia, PDF has become the National Archiving standard for documents. So a scanner with a default PDF feature is essential when meeting compliance standards. Other popular and useful file formats include JPEG, BMP, Tiff.

b. Able to do double sided scanning. Printing documents double sided is now standard practise as businesses seek to halve the amount of paper they use. If you receive a lot of double sided documents (utility and telephone bills, financial statements and general correspondence) then look for a scanners that has is “duplex” (able to scan both sides in one pass). This will halve the time you spend scanning.

c. A good size document feeder: To maximise efficiency a sturdy document feeder is essential. As on a photocopier, it is much easier to stack a multipage document and set it to scan, rather than use a flatbed scanner where you scan one page at a time. Flatbed scanners have their uses (eg: for high resolution photos), but in a daily paperless office environment they are very time consuming and too slow to be productive.

If you need help deciding on the best document scanner for you, browse the range at www.scannershop.com.au or send us a message at support@info-organiser.com.au