(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.
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.
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.
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...
There are a number of factors involved and questions you should ask when choosing a desktop scanner.
Feel free to take a look at our scanner models here...
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.