Many businesses store documentation and files in dedicated spaces like storage rooms, cabinets, etc. However, the modern world has brought many practical technological marvels. One of them is digitalization and the ability to store documents electronically. An office scanner improves the security of documents, frees up the space in the office since there is no need for storage units anymore, and is beneficial for the environment. Libraries, universities, museums, law firms, and other businesses all use paper and documents in abundance. For them, scanning documents and sending them in urgent situations is a very valuable perk. This article will introduce the benefits of having an office scanner.

Choosing the Right Scanner for Your Office

Choosing a suitable scanner is an important task, as there are many different sizes, resolutions, configurations, and types of scanners. Some can scan only in black and white, while others scan colored pictures and documents.

Drum Option

The most important feature of a drum scanner is a photomultiplier tube or PMT. It allows this type of machine to scan high-resolution images and documents and make even the smallest details visible. The PMT tube works with light, and it’s very light-sensitive.

Feed-In Option

These office scanners are the most basic ones with a classic feeding tray. They aren’t made for scanning books and instead are used for scanning individual documents. Some models have the option of scanning several documents in a row.

Handheld Options

As the name suggests, handheld scanners are portable and mostly used for scanning bar codes. Another option for reading bar codes is the Light Pen. This type of scanner is mostly used on computer screens for design. There are also wireless options that are much more convenient to use.

Flatbed Option

This is the most commonly used scanner type with a flat surface and a cover that needs to be raised to insert the document for scanning. A flatbed scanner can scan books and multi-layered documents.

Benefits of Scanning Your Documents

Some of the perks of an office scanner were mentioned before, but here we’ll talk more about the beneficial uses of this machine.

Cost and Time Efficiency

Office scanners help businesses save time and money. It takes much more time to find the document you need from filing cabinets and storage rooms than on a computer. This is an essential factor, considering the time you waste looking for a document could be spent on a customer or a different task in the office.

Finding a much-needed document nowadays can be done with one click. Digitalization helped cut costs for businesses. You use documents online instead of paying for boxes, cabinets, photocopying, papers, or mailing.

Securing and Preserving Data

Document scanning is the best solution for keeping files safe and protected from risks like natural disasters, misplacements, or aging. You can secure the document by creating multiple copies, setting a protected verification and password, and storing them on the cloud. However, you’ll need an office scanner to digitize these documents. Once you do, your company benefits from securing the data and faster searchability.

The problem with aging documents can also be solved by scanning documentation. Historical records can be damaged or destroyed after multiple readings, so it’s best to keep them in digital form. This way, you won’t have to worry that a customer or employee will damage a vital record.

Freed Up Office Space

The contents of more than 30 filing cabinets can fit on one USB. One hard drive can hold 8,000 boxes of documentation. A 32GB drive can hold 1,000,000 scanned pictures.

All this information shows how beneficial and space-efficient an office scanner can be. Imagine what you could do with more office space. Without needing a dedicated room for storage boxes or filing cabinets, that dream could be a reality.

A better-looking work environment will also positively affect productivity.

Better Accessibility and Collaboration

Scanning documents is very helpful when it comes to working remotely. More businesses are opting for remote work, and having essential documents and files you can share with your co-workers, no matter where they are, is extremely useful. Multiple employees can access one file simultaneously if it’s digitalized, saving time and improving productivity.

Moreover, digital documents are accessible on multiple devices, not just PCs. You can open the desired file on a tablet, phone, laptop, etc. This way, when you’re on the go, you can still be productive and don’t have to carry a big stack of papers with you.

Another significant benefit of digital documentation’s easy access is that you can see the activity. This way, you won’t start working on an old file that somebody else has already resolved, which could sometimes happen with old storage methods. Furthermore, digital files can be shared online with potential customers, which can promote your business.

Helping the Environment

An office scanner helps preserve the environment by cutting down on paper waste. Digitalized documents are easy to send, receive, and work on without printing a physical copy. Switching to digital forms instead of using paper ones can also help decrease paper consumption and make the form-filling process much more efficient.

Get the Best Office Scanner

Getting the scanner for your office can help your business grow and improve when you combine all the beneficial factors of this machine and the digitalization of documents. Cost, space, and time efficiency alone can be why you opt for scanners instead of storing files in cabinets and taking up space. Furthermore, keeping documents on the cloud can prevent disastrous scenarios, making accessing them easier for everyone in the company.

If you’re unsure which scanner to get, the expert team from Copiers Etcetera Inc can help you. Our professionals and copier technicians will respond to inquiries in less than 4 hours. We have been servicing the Pacific Northwest for more than 30 years and can provide the best possible equipment.

For your office scanner needs in Mill Creek, contact Copiers Etcetera Inc, and you’ll receive outstanding service.