Scanners are valuable business tools that can make your business more efficient, lower costs, and help organize and protect sensitive and important data.
From flatbeds to multifunction and network attached or high-volume, there is a scanning solution that is perfect for your business needs and budget.
A consultation with a document imaging company or document imaging software vendor can help you make the right decision.
What is a Document Scanner? Document scanners are both office machines and computer peripherals.
Flatbed scanners are the most common type of scanner.
They come in a variety of sizes to handle everything from business cards to large posters.
Like a copy machine, a scanner works by lifting a cover and laying the document on a glass plate.
Using special software the scanner copies the image and converts it into a digital document that can then be emailed, posted on the web, added to other files, or stored on a computer or server.
Sheet fed scanners work in a similar way only the document is usually fed into the scanner vertically rather than laid flat.
Small portable scanners that accept receipts and business cards fall into the sheet fed category.
Multifunction devices are among the most popular.
These combine a copier, printer, scanner, and sometimes a fax, into one convenient, compact device.
This type of device is ideal for budget conscious offices or those where space is at a premium.
If your business does an exceptionally large amount of scanning high volume scanners may be a good choice.
For offices where the scanned data needs to be shared, a network-attached scanner is ideal.
This type of scanner needs no PC connection.
Employees can simply walk up and scan.
The data is then shared among all or a designated group of computers on the network.
For businesses with very light scanning needs or those that don't want to deal with investing in and maintaining their own equipment, scanner rentals could be the perfect solution.
What is a Document Imaging Service? A document imaging service is like a one-stop shop for all things related to scanning, storing, and organizing documents.
A good service can help you buy a scanner or set you up with a rental, offer services like data archiving and microfilm/fiche conversion, converting documents to PDFs, provide remote storage for your data, and train your employees on how to use your chosen document storage solution.
Document imaging services also offer the software needed to analyze, secure, and organize your data, and they are there to offer technical support when something goes wrong.
To find the right service for your company, shop around.
Search Google for reviews and recommendations and run prospective services through the Better Business Bureau.
If you can, talk to colleagues and associates and find out what companies they use.
Don't be afraid to comparison shop or ask questions.
The document imaging service you chose will be entrusted with the heart and soul of your business-its data-and that kind of trust should not be handed out to just anyone.