For businesses, record management can be a daunting task. However, with the advancements of technology these days, it becomes a lot easier. One of the equipment that makes this task easier is a document scanner.
With plenty of document scanners these days, how would you know if such scanner is the best for your business? Well, there are some tips provided by Microsystems.
Factors To Consider When Choosing The Right Scanner
Volume – You have to estimate the number of scans on a daily basis. You can add generously to this in order to allow for increases in volumes over time, both to current scanned documentation and potential new areas. In case you are bulk scanning documents in several sessions at a time each month instead of evenly on a daily basis, you have to ensure that you select a scanner where the specified daily volume will be able accommodate the bulk scanning sessions.
Simplex or Duplex – Know that the copier can be used for double sided documents or perhaps the sheet can be scanned individually on both sides – this will indeed save the cost of an automatic double sided machine. Be reminded that double scanning is usually underestimated; thus, you must choose a duplex machine if there is any doubt.
Size – There are scanners for documents of any size. When your requirements are for a bugger scanner or perhaps a specific one like a cheque scanner, it is advisable that you find a specialist supplier. It is also worth mentioning that when you just need to scan a small number of documents which are larger than A4, the office copier can actually be utilized as a back-up scanner. Another option is to reduce the document size on the copier prior to scanning – this option will indeed save you the extra costs when you buy an A3 scanner. Always be mindful that when using a scanner, you have to keep the document guides wide open and so place documents of various sizes into the feeder for scanning.
Colour or Mono – Among the common mistakes is to scan in colour believing that there are some legal requirements involved. Most of the time, when reading the content is only the important factor, a clean, low file size mono scan is far more significant.
Bundled Software – There are scanners with some software in the box which are meant for use along with the scanner. But then, the usability can be somewhat variable. Also, document management software applications will have their own built-in scanning interface that is usually preferred by users because the scanner functionality if handled in the application.
Multifeed Detection – It can become a catastrophe when you scanner missed a page. When the volume of documents is too great for manual checking alone, consider choosing a scanner with sophisticated ultrasonic multifeed detection.
Source: Microsystems is among the most sought-after organization in terms of document scanning and imaging. They actually provide tips businesses can use to have an efficient document management system.
