Scanning is the primary point of entry when the original media is in paper format. Scanning is done with dedicated (scanners) or multi-purpose tools (MFP copiers). There are many manufacturers of in the scanner market and choosing the right for your needs is critical. It is important to find the tools adapted to documentary typologies (format, thickness, bindings), but also to the organization of the company (centralized or individual scanning). This initial phase of the dematerialization process must never suffer any alteration, at the risk of penalizing the subsequent processes (separation, reading, distribution, etc.).
ADOC Solutions offers cutting edge solutions for scanning your documents. The digitization phase is an essential phase in the dematerialization process, a malfunction at this initial stage can alter the rest of the treatment chain.
There are several options for scanning: dedicated scanners & MFPs. If the multifunction’s allow a centralization of the scanning step, they do not have all the possibilities of a dedicated scanner. Digitization must provide key functions in the scanning process.
Reliability of the Digitization
The scanner must certify that the pages, which have been introduced, have all been the subject of an image creation. The scanners are equipped with sensors that allow the detection of double feeds (pages that enter by 2, folded documents, connected by staples or paper clips, post-it). The sensitivity of these ultrasonic sensors makes it possible to stop the scanner in case of double feeding and to guarantee a completely reliable scanning phase.
Digitization serves the purpose of transforming paper documents into electronic files. In order to promote this transformation and to allow its seamless exploitation, digitization must deliver quality images. The scanner must be able to create images of 300 dpi (optimal resolution for OCR recognition), automatically detect the formats (A4, A3), visually restore the original attributes (colors).
The digitization phase must be configured as simple as possible. The user must be able to scan documents and simply create rules for building files. According to the scanners, there are many possibilities to create logical breaks between the pages of your documents such as separators white pages, barcode separators, and patch codes. The interpretation by the scanner automates the separation of your documents into files.
Here are a few suggests for choosing your next printer: know the expected use (mobility, centralized tool for teams, individual instrument), understand its technical characteristics: size of the charger, scanning speed (at 300 dpi), ultrasonic sensors, paper handling mode, drivers (TWAIN & ISIS), daily production capacity, and consumables replacement frequency (training rollers).
Although the scanner is a useful tool, we must not underestimate the importance of a preliminary analysis to better understand the nature of the documents to be scanned (formats, thicknesses, number of pages) and also the processing steps that will have to be performed (batch creation, OCR). There are no bad scanners per se, however, there are many tools that are not suitable for client projects. If you are interested in purchasing a scanner in order to digitally transform your business documents call us today for an over the phone consultation and price estimate.