Whether your business is online or offline, most of the documents you’re working with will still be in paper form. Regardless, various job tasks often require a transition into digital form. For that reason, a business scanner is one piece of must-have office equipment.

However, choosing a scanner for your business can be a difficult task. Not only is it a big investment, but finding the one that best fits your business needs will save you time, money, and serve you for a long time to come.

Let’s look at some of the features that are important to consider when choosing a business scanner.

Understanding Different Types of Business Scanners

There is no universal scanner that’s best for all businesses. The model that will be most beneficial will depend on your specific needs and preferences. Before you make a purchase, take a look at the following types of scanners and their features.

Flatbed Scanner

The flatbed scanner is the most common model used both at home and in offices. It has a flat surface to accommodate the paper and a lid that covers it. By using optical lights, the scanner captures sections of the files through a glass bed. The only thing you need to do is place the document on the glass and press the ‘scan’ button. Business scanners of this type can scan anything from single photos to thick books due to the adjustable lid.

Sheet-Fed Scanner

This scanner is similar to the previous model. The only difference is that it doesn’t have a flatbed glass section. Instead, you feed the documents directly into the feeder tray. This means they’re limited to scanning papers, although advanced models facilitate the scanning of several pages in sequence. They are more compact than flatbed scanners and a great option for businesses with limited space.

Handheld Scanner

Handheld scanners are portable, so you can quickly scan documents while on the go. Additionally, they’re small enough to fit in your pocket and are useful for business transactions. The device saves documents on a flashcard and can connect to other devices via a USB cable. However, they’re typically not as high-resolution as flatbed or sheet-fed scanners, so scanned images aren’t of particularly high quality.

Drum Scanner

If your business focuses only on creating high-resolution images, take a closer look at a drum scanner. It consists of a rotating drum where the image is copied and a light source that moves down the drum one line at a time. A series of mirrors reflect the image onto the drum’s scanner, which then captures the image. The drum scanner can produce resolutions of over 10,000 dots per inch (dpi).

However, as high-end flatbeds have evolved, the use of drum scanners has declined. Nonetheless, it still remains an important tool that’s used by professionals in both the graphic arts and publishing industries.

Other Features to Consider

Once you settle on a type of business scanner, the next step is to look at the other essential features.

Optical Resolution

An important factor when choosing a scanner is optical resolution, especially if image quality is valuable to your business. Measured in dpi, it presents the scanner’s ability to capture fine details and produce high-quality images. For documents and images that will only be used for web posts and emails, 300 dpi is more than sufficient. For good picture quality, go for 600 dpi or above. But keep in mind that high-resolution scans result in large files and longer scanning times.

Software Compatibility

Even though you can buy them as a separate device, most scanners are connected to a computer as a peripheral. The computer converts scanned documents into their digital form and displays them on its screen. For this to work, the scanner’s software must be compatible with the computer’s software. The most basic software is usually included with the scanner and is easy to navigate. If you need to do more with documents than just scan them, more advanced software will be a valuable investment. Some of the more popular options are Adobe Acrobat, Adobe Photoshop, and VueScan.

Speed

The speed of the scanner refers to the rate at which it scans a document. Accordingly, there are a number of factors to consider. The speed requirement for your business scanner depends on the volume of documents you’ll need to scan, how often you scan, how important speed is to your workflow and the number of employees who’ll be using the scanner. Slow scanners can hinder your business’ productivity. But you don’t need an expensive scanner that scans more than 40 pages per minute if your business rarely uses it.

Don’t Forget to Think About the Budget

Scanners can be pricey, especially with maintenance costs after the purchase. However, buying the cheapest scanner won’t make all your problems go away. Less pricey models will likely need more maintenance than expensive models. Of course, this might make you want to buy the most expensive market. But bear in mind that you might not need all the features a premium scanner delivers. The price varies depending on the type of scanner and all it can do for your business. Higher resolution, speed, additional elements like automatic document feeders (ADF), and brand all add to the price. Don’t pay more than is necessary for your business, and carefully review all the features a scanner comes with to see which match your needs.

Find the Perfect Business Scanner

If you know the names and the main features of the most common scanners, finding the right model should be much easier. Pick several scanners that fit your business needs the most, and compare their optical resolution, speed, connectivity, and price point.

If you still have any doubts about which business scanner best suits your business in Mill Creek, contact our team. We’ll be happy to help you pick the right option. If you need more options to choose from, take a look at the scanners offered at Copier Etcetera Inc.