How to get the most out of Modern Scanners

Online Functionality and Cloud Connectivity

Modern Scanners come with robust functionality to connect to cloud networks. This is an incredibly huge deal as you can scan your documents and send them online. This allows for quick and easy communication within your business. Upon scanning of the document your scanner can automatically send your documents to a business shared Google Drive, Dropbox, SharePoint, OneDrive, and much more. This helps maintain workflow, especially when your business may have multiple branches involved. No longer will your employees need to wait for important physical documents to reach them.

Additionally modern scanners can be connected to a Document Management System to provide easy archiving and storage of documents. This is a huge advantage to modern scanners because connecting to DMS like DocuWare can easily allow your important documents to be digitized and stored properly. Making retrieving your files simple and easy. Scanners will help as a result in eliminating unneeded physical storage, while ensuring your documents can be found quickly and efficiently.

Smart Detection Capabilities

Scanners nowadays are very intelligent and offer robust detection features, we will go over a list of some of these features that scanners can come with below:

Prescan: At the start of the scanning, a modern scanner can have the capability to scan the first page of a document and pause for the user to adjust the brightness and contrast to their liking before resuming the scan.

Optical Character Recognition (OCR): The scanner reads the document and changes images of text, such as photos or image only PDFs, into machine readable and editable text data. This allows for computers to read and understand the content of a document rather than just treating it as a picture. This makes the process of storing your documents and making them searchable significantly easier.

Auto Text Orientation: Scanners can detect text orientation on each scanned page, should a page be upside down or sideways, it will be rotated in 90-degree increments to present the text correctly. This eliminates the need to manually reorient documents that were misfed during scanning.

Skew Detection: To prevent jams, modern scanners can automatically halt the feeding process if it detects that a skewed document might collide with the feeder inlet edges.

Dust Detection: When the presence of dust is detected within the scanning unit, the scanner will auto perform error processing as needed.

Cost-Effective and Compact

Modern scanners are equipped with many multifunctional printers, this means that you can consolidate your office space and devote more room to other investments to help better your business. Additionally, having all your devices consolidated into one device reduces repair costs significantly, as you’ll only pay for the one machine that will need fixing.

Furthermore, partnering with a Managed Print Service will even further enhance your scanning workflow while keeping costs low. MPS providers offer cost-effective deals and flexible leasing options that can work with your company budget. They provide technicians who have knowledge and expertise in all areas of the multifunctional printer. This includes any scanner capabilities that come equipped with these machines. Your business will receive routine maintenance support, to ensure your scanner always remains at optimal performance and minimize hardware failures that would cause workflow disruption and create other additional expenses.