Document Scanning & Workflow Automation

I Want to Scan to an Archive or Folder on My Network

(Almost) Nearly every department and company that creates and collects paper can benefit by scanning and archiving their documents. For those who are just getting started or asking the question "Why should I scan my documents?" you can click here to access a short statement of benefits.

What Do I Need?

You won’t need much to get started, just a scanning device and a dedicated location where the documents will reside once they are scanned. In its simplest form, this means organizing them in folders, typically on a shared drive on your network.

MFP or a Dedicated Scanner?

Most offices now have a Multi-Function Printer (MFP) at their disposal. With most MFPs, you can scan to a folder or to Email, from which a document can be named appropriately and put in the correct location. Depending on the volume of documents and paper documents you’ll need to scan, this may be sufficient.

As volumes get higher, a dedicated desktop scanner or scanners will prove to be more convenient and efficient. Users will be able to scan without leaving their desk and most desktop scanners come with some form of capture software that will allow them to control scanner settings, batch scan, name documents and scan directly into network folders.

Day Forward vs. Back File Scanning Needs

You should purchase a scanner based on your expectation for scanning requirements going forward. If you have a large back file to scan, you may want to consider renting a production scanner for that purpose. Click here for information on scanner rentals...

What Kind of Scanner Do I Need?

There are a number of factors involved and questions you should ask when choosing a desktop scanner.

  • Scanning Speed – How much time will I have to accomplish this? Will this be done as needed over the course of a day or week, or will I scan everything for the day or week?
  • Color, Bi-tonal and Grayscale – Do you need to scan in color? Although there is no longer a premium to purchase a color scanner, this also affects scanning speed. Many scanners that scan at high rates in bi-tonal and grayscale are significantly slower when scanning in color.
  • Recommended Daily Duty Cycle – How many pages will I scan in a day? Most manufacturers have recommended limits and this can vary widely.
  • Batch Scanning – The scanner you purchase should have an Automatic Document Feeder (ADF). These typically range in page capacity from 50 to 500 sheets or more.
  • Document Width – All scanners will scan legal and letter documents. Will you scan documents that are 11"x17"? These will require a scanner with a wider ADF.

Feel free to take a look at our scanner models here...

Is Scanning to an Archive or Folder on Your Network The Best Solution?

Although scanning to an Archive or Folder on your network is effective and inexpensive, it leaves much to be desired. Depending on your requirements, you may want to consider a traditional document management/ECM solution or a Cloud-Based Hosted Solution.

Contact us today and we can help determine the right scanner based on your custom needs