You may wonder why your organization would need a standalone scanner when many desktop printers and multifunction printers have scanning functionality. A standalone scanner is not necessary for many organizations. However, some organizations’ scanning needs are much more demanding. If your organization has a need to quickly scan important documents, the use of standalone scanners can improve your efficiency drastically.
How can standalone scanners be utilized in the workplace?
Let’s use the healthcare industry as an example. Medical professionals frequently need to scan important documents. To keep expenses down, it’s common for the organization’s multifunction printer to be shared among many users in a centralized location. Placing scanners throughout the building makes scanning readily available. The scanners lessen traffic to the MFP and allow employees to be more efficient with their work.
A setup like this is especially beneficial in a health crisis, like COVID-19. Dedicated scanners help limit the number of people who encounter the shared multifunction printer and lessen the passing of paper documents, minimizing the spread of germs. Additionally, a small scanner is much easier to sanitize than a large MFP.
Which type of scanner is right for me?
There are two types of scanners, flatbed and sheet-fed. When determining which scanner is right for your needs there are several factors to consider, such as, scan speeds, device footprint, media type and size, daily scan volume and scanning destinations.
A flatbed scanner has two methods of scanning, an automatic document feeder (ADF) and a flat single-sheet scanning surface called the platen glass. Easily scan documents that aren’t a standard size or are torn or tattered, using the platen glass. Scans made through the ADF can be single-pass, double-sided, however, scans on the flatbed cannot. Therefore, scans made on the glass are completed at a slightly slower speed.
A sheet-fed scanner is ideal for users that scan letter-size paper and other flat media such as brochures, receipts, business cards, and ID cards. This style of scanner typically offers fast scanning speeds and large recommended daily volumes. The footprint of a sheet-fed scanner is smaller than a flatbed scanner, saving valuable office space. Because this type of scanner utilizes an ADF, both sides of a document can be scanned in one pass.
Where can I scan my documents to?
Scanning destination capabilities depend on what type of connectivity your scanner has. There are two types of connectivity for scanners, USB and network.
USB connectivity uses a pull method of scanning. In this method, the scanner is connected to and controlled by a computer. The computer is “pulling” the scan to the device.
Network scanners are connected directly to your network. This enables a push method of scanning, meaning you control the scan directly at the scanner. The user selects a location using the scanner, such as Google Drive and pushes the document to that location. For this reason, network scanners offer more versatility with direct scanning destinations.
Scanning destination capabilities vary by model and connectivity type. Possible scanning destinations include, but are not limited to:
- Local/Network Folder
- FTP (File Transfer Protocol)
- Google Drive
- Office 365
Scanners take little time to connect and install and are very simple to use. Features such as one-touch scanning, optimize your workflows, and save your employees time. Whether you need a more sanitary method for scanning or simply want to increase efficiency, dedicated scanners can help! Contact an office equipment specialist to learn more about our lineup of scanners and find the perfect scanning solution for your business needs.