If you want to reduce paper in your office, it is important to make it easy for people to scan their existing paper documents without spending a lot of time in the process.

A scanning service bureau may be your most cost-effective way of converting large volumes of old files to a modern electronic format, but what about the active pieces of paper coming across your desk and the desks of all your coworkers? What is the best way to capture documents that are still in active, frequent use?

As covered in a previous article, you could buy a small Workgroup Scanner for each person who needs access to a scanner. Workgroup Scanners are small, low-volume scanners that sit on the desk and plug directly into a computer using a USB cable.

If your office's computers are connected by a network, you have two other options that may be even more affordable and flexible than the desktop scanners!

Office Multifunction Printers

The first of these options is called an Office Multifunction Printer (Office MFP). If you already have a large copier/printer in your office, it most likely is this type of device. While each Office MFP has different capabilities, these fully-featured printer/copiers usually can do much more than just copy and print. Once properly configured, most Office MFPs can scan documents to a folder on your network, email them as file attachments, or even send them as a fax.

There are many benefits to using Office MFPs to start scanning your current documents. If you already have one in your office, using it as a scanner can allow you to start scanning without having to purchase new hardware.

Since employees are already in the habit of using the Office MFP to run photocopies, it is relatively easy to get them in the habit of creating a scanned file saved to the network instead of creating even more paper copies.

Network Scanners

The second option is a Network Scanner, such as the Kodak Scan Station 500. These devices are small scanners that are capable of producing crisp, clear document images. They look a lot like Workgroup Scanners, but with one important difference: a mini computer is built right into the scanner! A Network Scanner does not need to be connected to someone's computer to run.

A Network Scanner behaves much like a computer does on your network. They can be set to send scanned documents to email, a fax number, a folder on the network, a printer, a USB flash drive, or a File Transfer Protocol (FTP) server. They can also perform multiple functions simultaneously, meaning that you can scan a contract to your folder on the network while also emailing it to your manager and faxing it to an outside party at the same time!

Many of these devices do well in businesses where security is a concern. On many of these devices, users can be required to log-in to use the scanner using standard Windows authentication, and their activity can be tracked in a transaction log.

With the obvious similarities between a Network Scanner and Office MFPs, what are the advantages of choosing a Network Scanner over using an Office MFP?

• Superior scanned image quality.
• Advanced scanning options such as blank page removal, Optical Character Recognition (OCR), double-feed detection, and image straightening are built in.
• Handles multiple page sizes and double-sided scanning easier.
• Better color scanning capabilities.
• Fast and quiet operation.
• Desktop, compact size makes them easier to place in offices where space is limited.
• Easier to use and operate.
• Consumables (the parts that wear out) are much less expensive to replace.
• Keeps printer/copier from being tied up and gives employees quicker access to a scanning device.
• More advanced document routing and security features.
• Built for IT staff to manage remotely.
• Advanced filing functions, such as pressing a button and recording a voice note that goes with the scanned document, is available on some Network Scanners.

Which Type of Scanner is Right for Me?

Each office is different. The scanner that may be ideal for one office may be the wrong fit for your office.

A scanner is only worth the investment if it will be used, so first and foremost give thought to devices that make it easy and convenient for your staff to scan documents. If users see scanning as a difficulty or a chore, they will not be inclined to change their habits from paper intensive practices. Try to make it easy for your users to get excited about reducing the paper around the office!

Would you like help in figuring out what scanners or services may be right for you and your organization? Contact one of i/oTrak's client solution specialists for a free evaluation. i/oTrak is committed to making paper easier. We are a Kodak Authorized Scanning Equipment Reseller and Document Conversion Center. We offer a range of back-office services to help businesses of all sizes with their document needs, including E-Z Scan, E-Z Store, E-Z Shred, and E-Z Send.