Check out our Document Imaging Scanner section for more information or to find companies that provide these products.

Finally convinced of the merits of transforming your paper into electronic documents? The first step to consider is the capture process—you need a reliable scanner to help you convert those documents into usable electronic files. A large variety of document class scanners are available with a bevy of features that can be confusing. Products range from simplified personal/mobile devices to production performance scanners that operate at blazing speeds. To figure out which scanners will do the job, you have to analyze your business application and needs carefully.

Getting Started

Document scanners capture the information from a piece of paper and convert it into a computer file format (typical formats include TIFF, JPEG, and PDF, but many others exist). A document class scanner will accommodate a standard 8.5 x 11 inch page, and, using an automatic document feeder (ADF), scans at speeds ranging from a minimum of 8ppm to well over 100ppm (standard speed ratings are based on binary capture mode at 200 dpi in portrait orientation). They may also scan smaller or larger sized documents. Most document scanners must be connected directly to a PC, but some can operate via a direct network interface for shared use. The table below lists types of scanners available, key features, and price ranges.

Other scanners are found as part of all-in-ones (AIOs), digital copiers, and multifunction peripherals (MFPs). The scanners imbedded in these devices are generally less feature rich since printing and copying are their primary functions. But these machines are often already in place and tied to a company network, making them cost effective and sharable. The discussion below is relevant when considering these devices as well. Other specialty scanners not considered “document class scanners” are not covered here (such as large-format scanners for scanning maps, overhead/planetary scanners for capturing images of 3D objects or bound books, and film scanners). This discussion is geared toward pure document scanning.

Getting a handle on the types of documents that need to be scanned will help determine your scanner feature requirements.

Simplex vs. Duplex

The majority of scanners have two image sensors to capture both sides of a document simultaneously. If you have documents with information on both sides of the page, you will appreciate this feature. Some duplex scanners flip the document, scanning one side at a time (in copier-like fashion) but this slows down the scanner considerably. Duplex scan speeds are specified as images per minute (ipm). Look for specifications that list both the simplex pages per minute (ppm) and duplex ipm. A scanner rated at 40ppm/80ipm indicates it can simultaneously capture both sides of a document. Simplex scanners that only scan one side at a time are still available, however, and are priced lower than their duplexing cousins.

Scan Area Requirements

Most scanners can accommodate any document ranging in size from a business card to an 8.5 x 14 inch (A4 size) document. Many personal and desktop/workgroup class scanners can accommodate “hard cards,” such as IDs and plastic insurance cards. Production class and a few departmental scanners will handle documents as large as 11 x 17 inches (A3 size). Some have a “long document” feature to capture continuous documents, such as the output from medical monitoring devices

Flatbed or Sheetfed?

Most documents can be placed in a feeder for scanning, however, fragile or bound documents will require a flatbed type of scanner. Flatbeds have a glass platen with an integrated ADF similar to a copier. Stacks of documents can be scanned via the feeder or documents can be placed individually on the flatbed. Flatbeds accommodate a broader variety of document types, but they typically cost more, have a larger footprint, and have less reliable feeders (particularly at the low end of the market).

Binary and Color Capture

Originally, document scanners captured only black and white or “binary” data, at relatively low resolutions of 200 to 300dpi (dots per inch). Documents are now captured in grayscale and color as well. The biggest issue around color capture is the file size generated. Implications for storage and network bandwidth (to transmit those files) come into play and should be considered. Today, document scanners generally have resolutions of up to 600dpi, which is more than sufficient. Binary documents generally need to be scanned at a resolution of 300dpi or higher for optimal optical character recognition (OCR), which is necessary if files will be converted to text. Color capture can slow down the speed of the scanner and is generally used sparingly. Almost all scanners sold today can capture in binary, grayscale, and color, however, users will need to understand when to use each.

Daily Scan Volume

The volume of documents that need to be scanned will dictate the minimum class of scanner needed. Consider the total number of documents per day that will likely be scanned. If you believe your volumes will increase in the short term, account for that too. You’ll need a scanner that can easily handle your highest volume day. Some vendors publish a “daily duty cycle,” which sets the limit for the total daily scans a particular device can handle. A word of caution: this seemingly important metric isn’t standardized—each vendor measures duty cycle differently—and may be deceptive. Low end scanners may serve your volume needs, but they are not built to run all day. Generally speaking, reliability increases with the cost of the scanner.

Speed vs. Throughput

Everyone thinks they need a fast scanner, but realistically, a device with a rated speed of 25ppm to 60ppm is generally quick enough for most office environments. Further, the true speed of the scanner is not the rated ppm. Scan speed relates more to “throughput,” which takes other features of the scanner into consideration. For example, image processing features help ensure documents are scanned optimally; however, activating color capture, page deskew, image rotation, blank page deletion, OCR, and other features can slow the scanner down significantly. In addition, document feeders that jam will wreak havoc on throughput, as will poor quality images that must be rescanned. Features are important, of course, but so is the implementation of those features (i.e., is there enough memory or processing power to handle them?). Ultimately, the quality of the scanner is paramount to speed ratings. Test a scanner using your documents and the features you will use to see a measure of its true throughput speed.

Usage and Usability

The number of people using the scanner (single user or shared by multiple users) and users’  comfort level with operating office equipment are important considerations. Scanners have traditionally been directly connected to a PC for use by a single user. In this scenario, the scanner is driven via a control panel on the scanner or via a driver or other software application on the PC. Control panels often have preprogrammed functions (such as scanning to a shared network or personal folder, to email, to a network fax server, or to a network printer for copy service). Application user interfaces (UIs) vary greatly but can usually be customized to simplify scanning for the user to maximize ease of use.

If the scanner will be shared by multiple people, a direct network-connected scanner is likely the best solution for as many as 25 people. A digital copier or network-connected MFP/AIO can suffice, but the scan functionality on these devices is variable and should be researched carefully against single function network scanners. Departmental network scanners provide “walk-up” office equipment ease-of-use through touch screens or menu button UIs. They often have built-in common scan routing functions, image preview, and can be programmed to automate custom processes, such as scanning a document directly into a predetermined application.

Next Steps

Further considerations include application requirements for interfacing to scanners, and training personnel who often resist the move to electronic management of their paper documents. You may also want to pilot a scanning solution in one department first. Many companies find that once they implement and master the technology, they quickly uncover other areas where scanning solutions can streamline operations. Lastly, a knowledgeable document management reseller can provide companies with valuable expertise, ultimately easing the transition away from paper files.

Check out our Document Imaging Scanner section for more information or to find companies that provide these products.