Scanners have been a staple in offices worldwide since their inception. They’re essential pieces of equipment that allow you to convert hard-copy documents into digital format. Thus, there are vital tools in terms of digitalization, organization, and general efficiency in the workplace. It’s estimated that the global scanner market is expected to grow by more than 5% over the next five years. However, the office equipment market is highly saturated, so making the appropriate choice as to what office scanner is the perfect fit can be difficult. This article will detail the importance of office scanners and provide the information you need to find the ideal office scanner for you and your colleagues.

Why Are Office Scanners Essential?

As the world becomes increasingly digitalized, the need to convert hard-copy files into digital format is also becoming increasingly important. Technological advancements in digital storage systems, such as cloud-based systems, are becoming progressively more widely used by businesses to store and manage their files. For instance, a 2021 survey showed that 74% of businesses worldwide now use cloud-based storage systems.

The role of scanners in the office ecosystem for converting documents and other files from physical to digital format is crucial. It is set to remain so moving into the future.

Archiving

Storing hard-copy documents in physical filing systems takes up valuable office space that could be repurposed. Furthermore, it makes it far more difficult and time-consuming to identify a specific file you may be looking for. An office scanner is a perfect tool for converting physical filing systems into digital storage systems, which can lead to efficiency improvements and workflow optimization. It also safeguards against damage or loss,

Digitalization

Almost 75% of organizations have identified digitalization as their top priority. Scanners are one of the central office tools used to digitalize physical documents. Digitalization leads to many benefits for any business, big or small. Most notably, digitalizing enables businesses to organize and categorize documents in the most efficient manner and facilitates fast retrieval and sharing of work documentation.

Document Management

The positive effects that scanners have on converting physical documents to digital versions cannot be understated when it comes to document management. Digital documents can be accessed from anywhere that has a computer, allowing employees to view files and work from any location. It streamlines document management processes, reducing the amount of resources and time employees need to locate documents. They can also use them even if someone else is viewing the files.

Sharing Files

If you only have a hard copy of a document you wish to share, that involves physically passing it to the person you want to share it with. However, once you’ve scanned those files into digital copies, you can instantly distribute them to multiple people in any location. As a result, collaboration and efficiency improve dramatically.

Editing

Once you’ve scanned a document and incorporated it into your digital filing system, it can be modified using editing software. This benefit allows you to make changes or improvements that would have been impossible had it not been converted. For instance, an editing feature is valuable if you want to reformat a document or insert additional information that is pertinent to the document.

Efficiency

The combination of all the above factors results in substantial efficiency improvements. Hence, it’s no coincidence that 89% of companies have adopted a digital-first strategy. Having your files stored digitally makes it a simple and fast process to find, share, and edit any document. The time and cost benefits of doing so will give your company a competitive advantage over others that are slow to adjust, and the scanner is the tool to make it happen.

What Are Your Office Scanner Options?

Now that the importance of office scanners has been established, the only thing left to do is decide which scanner best suits your specific requirements. Many options are available, from stand-alone scanners to all-in-one office systems that can do a whole range of critical office functions.

Sheet-Fed Scanner

These types of scanners are usually found in offices. Essentially, a sheet-fed scanner can only scan sheets of paper and is usually limited to A4 (8.3 by 11.7 inches) or below. It’s equipped with a feeder mechanism that automatically pulls the sheets you have loaded in the tray. These scanners are also quick, compact, and simple to operate.

Flatbed Scanner

The most common and widely used scanner is the flatbed. There are many reasons for its popularity. Most noteworthy is its versatility. In contrast to a sheet-fed scanner, flatbeds can scan a wide range of items, including photos, books, and anything you can flatten out. Additionally, they’re affordable and straightforward to use.

Handheld Scanner

Handheld document scanners function in a slightly different way to more traditional scanners. Instead of feeding the paper via a tray or placing the item to be scanned on a bed, a handheld scanner is manually moved over the item you want to be scanned. Its best attribute is that it is highly portable, and you can take them anywhere you like. They’re the perfect scanner for objects that are difficult to move. If your business has cumbersome objects that need to be digitalized but would be difficult to scan using a more traditional scanner, then a mobile handheld scanner would be the solution.

All-in-One Scanner

As the name suggests, this is more than just a scanner. It’s a multifunctional piece of office equipment that allows you to scan, print, copy, and more, depending on the model you purchase. If your business requires all of these functions regularly, then an all-in-one scanner would save you from having to buy multiple, separate pieces of office equipment and, in turn, save office space and possibly money.

Scanners Are Important Office Tools

Scanners may seem like a relic from the past, but they’re just as important today as they were when they were first introduced. Their position in your office is as necessary as it is useful, and they will play a key role in the digitalization process for years to come.

The only real issue is deciding which office scanner best fits your workplace. If you’re located near the Mill Creek area, you can contact the expert team at Copiers Etcetera to help decide on the best equipment to handle all your office scanner requirements.