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A document scanner is a device usually connected to a computer, A document scanner takes a picture of a document and converts it into the digital format. It is then presented on the computer screen.
Why document scanning?
Document scanning comes in when you now want to convert back the paper document into its digital format. You can then transfer it to another use or store it at a minimal cost. The cost of using courier service to transfer it electronically is eliminated. The cost of storing as paper document is also eliminated. This is in terms of storage space and maintenance.
Different types of documents are stored in the central repository of electronic document management systems. The documents can be in different formats. There are those that have been created digitally and converted into paper format. Then there are those that have remained in digital format.
For the ones that were printed and converted into paper format to be converted back to digital a document scanner has to be used for this purpose.
There are different varieties of scanners that are used. The difference comes in the brand, size and purpose. The different types of scanners and their advantages and disadvantages are hereby highlighted.
The scanner choice will be determined by the workload in your home or office.This will be determined by the type, speed, size and image transfer.
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Scanner Type as a factor when buying a document scanner
When going for a scanner there are many choices in the market to pick from. Your preference will depend on whether you want it to scan in black and white or colour, simplex (can only scan one side at a time ) or duplex (scans both sides at the same time making scanning faster, Are you dealing with one or two documents at a time or you always have bulk documents to scan?
Are you always on the move and want to scan your paper documents immediately you receive them or you just want to scan at your desk? Some scanners are flatbed while others have automatic feeds, This would make it easy to choose the most convenient scan for your use.
Scanner Speed as a factor when buying a document scanner
Is speed very crucial for you when going for a scanner or you just want a scanner that you can be able to scan one or two. The speed of the scanners varies and this gives a choice of picking which scanner is convenient for you.
Scanner Size as a factor when buying a document scanner
The sizes of the scanners vary and this depends on how you want to use it. If you are using it on the go then it has to be portable. This makes it easy for you to carry it around or you can use your scan app on your smartphone phone instead.
If you want a scanner that you can use on your desk then it is preferable to go for the desktop scanner which can be placed conveniently on your desk making it accessible anytime. If you’re scanning hundreds of documents per day then you will need a sizable scanner that will occupy quite some space and also a high speed one.
Scanner size depends on the number of documents it can scan per day some scanners can even scan up to and over 10,000 documents per day.
If the number of people using it are high and it can be placed in a central convenient place rather than on your desk.
If you want a scanner that is multifunctional as in you can use it for printing and also scanning then the preference is the multifunctional printer. This would take up quite some space
Scanner Image transfer as a factor when buying a document scanner
There is the option of using a scanner that is connected via a usb or a wi fi enabled scanner. The choice here depends on which one is convenient for you.Some scanners make it even easier for you to scan directly to the cloud such as google drive.
Budget as a factor when buying a document scanner
The scanner you purchase might also be determined by your budget. Scanner prices range from less than ksh.10,000/- to even over one million kenyan shillings.
Advantages and disadvantages of different scanner types
The smartphone
The smartphone can be used to take pictures using a scan application. Different scanner apps are in the market, some are free, but some you have to subscribe to. The smartphone application crops up the picture and can be uploaded into an electronic document management system.
Advantages of using a smartphone scan app
Scan apps are appropriate when you are on the move. The smartphone is used for communication purposes. This means you are always walking with it so it’s not an extra burden
The scan apps are not expensive to purchase. You can get one on monthly subscriptions for extra features though there are also free ones
Disadvantages of using the smartphone scan apps
You can only scan documents one by one. This is appropriate if the documents are few.
It requires a bit of patience if you are scanning more than one document. It can be time consuming.
Desktop scanner
This can be placed on the desktop for occasional scanning of documents which are then captured directly into an electronic document management system. This makes it convenient to scan documents as you receive them.
Advantages of using a desktop scanner
The cost of purchase is not as high as a high speed digital scanner or an MFP printer
It can be placed on your desktop, making it easy to scan and store documents on receipt
Disadvantages of using a desktop scanner
It is not appropriate for bulk scanning because it scans a few documents each time
It is quite slow and can take quite a bit of your time if you have a busy schedule
High speed digital scanner
This scanner can scan stacks of paper in a very short time. The documents are automatically indexed and captured into an electronic document management system.
It is good for bulk scanning because it speeds up the scanning process.
Advantages of high speed digital scanner
High speed scanner can be used when scanning a lot of documents.
It scans duplex documents making it easy to scan both sided scanners very fast.
You can find scanners that scans both in color and black/white
Disadvantages of high speed scanner
It can be very expensive
Multifunctional printer (MFP)
Multi functional printer is a universal office copier with a universal interface that has a print, copy and scan option. The scan option can be used to capture documents into an electronic document management system.
It can also automatically index and capture documents into an electronic document management system.
Advantages of a multifunctional printer
It can be used for scanning bulk documents while at the same time it can be used for other functions like printing and photocopying
It can also be able to scan both color and black/white
Disadvantages of a multifunctional printer
It can be slower in scanning bulk documents than the high speed digital scanners
It can be bulky and can occupy a bit of office space.
Flatbed scanner
Flatbed scanners come into our workflow when capturing a few but high quality scanning such as photos.
Advantages of a flatbed scanner
The scans are of high quality therefore it is used for documents which need high quality scans like photos
Disadvantages of a flatbed scanner
You can only scan one document at a time, therefore it is time consuming
Conclusion
Before you purchase a document scanner you have to look at these factors. These will help you make an economically viable good choice. You will also be able to determine your needs and make a good decision.