The need to convert paper documents into digital data is only growing as more and more companies recognize that doing so improves efficiency, workflow, and compliance while reducing administrative costs. However, it can be hard to sort through the different scanning options.
Here’s a bit of information on some of the most popular scanning options you can use to select the right scanning solution:
Desktop Scanning: If you’re a small business and your staff needs fast and easy access to information, desktop scanning can be an affordable and practical solution. Desktop scanners are perfect for a small office setup where routine documents are scanned daily and are available to view and validate within seconds on employees’ desktops. These dedicated scanners also tend to have excellent image capture capabilities and allow for the scanning of different kinds of documents.
Multifunction Device: An MFD solution is a practical and inexpensive way to dip your toes into data capture, especially for businesses that already own a device with scanning capabilities. Users enjoy the benefit of using one machine to copy, print, fax, and scan documents. MFDs can also handle basic indexing functions to sort and store documents electronically.
Network Scanning: A great option for larger companies, network scanning gives you accessibility by a variety of users in multiple departments. It enhances workflow and saves time by allowing the sharing of documents between departments. Ideal for low-volume but frequent scanning, network scanners allow for more sophisticated indexing than MFPs can provide.
Centralized Scanning: For organizations that have a high volume of incoming documents, a high-speed, centralized scanner can ensure that documents are scanned, indexed, stored, and ready for viewing in a short amount of time. Centralized scanning is also a great solution for companies looking to archive paper documents electronically to free up office space from bulky filing cabinets.
Regardless of which scanning solution is right for you, keep in mind that coupling your scanning efforts with document management software is often the best way to keep track of your important documents. Once you find the right scanning solution, you’ll wonder how your business ever survived without it.