How to Choose the Best Business Document Scanning Solution

Published on October 10, 2019

It can be tough deciding which scanner will complement your business needs, especially when you think about every single application you need to consider before implementing a new document scanning system. In this article, I will tell you how to choose the best document scanner for your business.  


What are some things you need to consider? 


  1. Whether your front-end and back-end systems will support the scanner
  2. The amount of paper you process daily
  3. IT, business, and your vendors need to agree on which scanner will support your system


On top of these three points, you also need to think about which features you need! I suggest looking out for these features:


  • Optical Character Recognition (OCR)—this feature can convert an image to a word document, making it easy to search 
  • Can scan bulk files at once 
  • Can recognize the template of specific files, so that it can automatically organize it for you 


If you’re looking for these specific features and more, you will want to consider looking into HP quick scanning software solution to make your scanning experience more efficient! 


What is a document scanner? 


Document scanners can help you to convert paper files to electronic files! You may love the idea of having cabinets and cabinets of paper documents, but what’s the point? Business is all about moving forward, advancing, and staying ahead of the competition.  


If you want to keep traditional business practices and old school techniques alive, you can continue working with paper files, but your business will lack the ability to improve. Nowadays, technology plays an integral role when it comes to advancing business. 


Plus, document scanners can keep your files safe. How? Well, when you load your files to your computer, you will have extra security in case a flood or fire were to destroy your documents. Thankfully, some systems can help to back-up your files when you load them to your computer.  


For example, a viable document management system allows you to access your files from a single access point, so you can always view your documents from a different computer.  


Alternatively, you can also back-up your files via a compatible cloud system. Let me ask you this: why would you want to keep your files on paper when scanning them onto a computer will not only keep your files secure, but you or your employees won’t have to spend hours searching for one document? 


You can find your documents on your computer in a couple of mouse clicks. When you’re shopping for the right document scanner for your business, you will see a plethora of options arise, making the decision tough. Which scanner is right for you? I will discuss the main things to consider below. 


An in-depth look at the things you need to consider 


When you’re looking for the right document scanning solution for your business, it’s important to think about whether your front-end and back-end systems will support the scanner. What’s the difference between your front-end and back-end systems?  


Well, your back-end system takes care of inventory and other processing-relating entities, whereas you send information from your front-end. Most of your employees will deal with the front-end more than the back-end, but it’s vital to ensure that your back-end and front-end are compatible before purchasing a document scanner.  


Therefore, you can easily send scanned information to and from your front-end to back-end without problems. It’s best to look for a scanner that has an open system.  


You also need to consider how much paper you scan daily. 


However, more often than not, companies calculate their daily average rather than taking into account how much they process during busy times. For example, you may process hundreds of papers during one or two hours of the day, but if you only take your daily average into account, you may end up with a scanner that can only scan your predicted amount rather than the amount you need to scan during peak hours.  


Therefore, before you purchase your scanner, it’s vital to calculate your peak volume rather than your average output. 


If you don’t consider how much you need to scan during busier hours, you will likely slow your workflow, and the process won’t be as efficient as it could be. 


It’s also vital to discuss investing in a new system with both the IT and business sectors within your business.  


In order for the implementation to run smoothly, you need to learn what the business sector requires and what the IT section requires. If you only discuss the idea of investing in a new system with one sector, you risk purchasing a scanner that bodes well with IT but doesn’t support your business needs and vice versa. 


On top of meeting with both your IT and business sector, it’s also important to discuss the process with software and hardware vendors. Not only does your back-end and front-end system need to complement one another, but your hardware and software need to be compatible as well. You have to consider a lot of different things when you want to buy a document scanning solution. 


To sum it up 


When you’re searching for a document scanner, you need to ensure that you communicate with IT, business sectors, and vendors. You also need to make sure that your back-end and front-end systems are compatible with one another. It is essential to make sure that your data can seamlessly flow back and forth between the two systems.  


On top of all of this, you need to consider your peak scanning volume rather than just your daily average output—the scanner you choose should support your peak volume needs. 


What else do you need to consider? Research which features will support your workflow best. For example, if you have a large business and need to scan a lot of files daily, you may need to look into a scanner that includes OCR, so it can convert your documents from images to word files. Watch this video on YouTube and learn how to convert images to text files. 


Before you purchase a document scanner, it’s important to make sure your current systems will support your new product. 

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