There are many advantages of scanners. They can make your life much easier by quickly and easily converting paper documents into digital files that you can store on your computer or another device. You can also use scanners to create PDFs and share them with others or save them for future reference. Additionally, scanning documents can help you stay organized and track important information.
It is essential to consider the types of documents you will be scanning most often when choosing a scanner. If you plan to scan photos or sensitive documents, you will need a scanner with a higher resolution. If you plan to scan large documents, you will need a scanner with a larger scan area.
Let’s try to understand why and who needs scanners these days.
How do scanners work?
Technology does not stand still, including the development of scanning devices. Over the past few decades, scanner models have become cheaper, more compact, more productive, faster, and most importantly, the quality of the resulting image has improved several times over.
Nevertheless, image capture and device classification principles have remained practically unchanged. In a nutshell, scanning devices can be categorized based on their purpose, type, and technology of the photosensitive element in the scanner.
There are many scanners, but the most common models are home, office, and industrial scanners, whose principal differences are performance and ability to withstand different kinds of stress.
Leaving aside specialized models like film, industrial or handheld scanners, the devices can be classified into flatbed models, document scanners, and network scanners.
Flatbed scanners are probably the most familiar and common type of device in everyday use, in which you place a document on a transparent flatbed. They are practically not used in organizations since the design eliminates working with large volumes of documents. Nevertheless, flatbed scanners are used as a supplement (as a separate device or as a unique accessory) to a document scanner because they allow the scanning of various stapled documents. To choose a suitable flatbed scanner, we recommend checking our list of the best flatbed scanners.
But the real heroes of offices are document scanners because they allow for the automation of transferring large volumes of information from paper to digital space. The design of such devices somewhat resembles a traditional printer: an automatic sheet feeder, consisting of a system of rollers and guides, pulls the scanned original in front of a stationary image capture sensor.
One type of document scanner is a network scanner. These devices connect directly to your existing network infrastructure and operate independently without connecting to a computer or mobile device.
As for the technology of the light-sensitive element, in most cases, scanning devices can be categorized into one of two types according to this criterion: CCD (Charge Coupled Device) and CIS scanners (Contact Image Sensor).
As for the technology of the light-sensitive element, in most cases, scanning devices can be of one of two types: CCD (Charge Coupled Device) and CIS scanners (Contact Image Sensor).
Without much detail, the base of the CCD scanner is a white light source, a relatively complex system of mirrors and lenses, and a light-sensitive element.
CIS technology consists of RGB LEDs and a web with the same photosensors equal in width to the scanning working field. The sensors directly perceive the light flux from the original, and the optical system is absent.
In current models of scanners, company Canon, which at one time was the initiator of the introduction of this technology, now uses high-quality CIS CMOS image sensors. It allows for the most compact size of the device and various form factors and ensures the high quality of the scanned image.
Advantages of scanners over MFPs
The key advantages of scanning devices over MFPs today are their significantly smaller size, specialization and performance in particular, and overall cost-to-performance ratio. Given that the need to print for a workgroup can often be easily offset by a single print device or MFP, buying multiple additional scanners will make more sense in allocating company resources.
In addition, most one-size-fits-all solutions can’t handle the high volumes that professional scanners can. MFP designers try to balance the cost of the device and the lifetime of all components, while the technical part of scanners must meet the highest requirements for the scanning process.
If the nature of your department or organization involves transferring large amounts of data from physical media to digital form, and if you have specific document processing tasks, scanning devices can be the solution to your problem because of their high efficiency.
For example, if you often work out of the office or travel on business and want to reduce your copy center costs, the ultra-compact handheld scanners are the answer. They are small in size (the Canon imageFORMULA P-208II, for example, is no larger than a stationery line) and offer users all the features of a modern scanning device, including automatic sheet feeder and high-speed duplex scanning: 8 or 15 pages per minute, depending on the model.
The network scanners are the ideal solution for environments where you might not expect to have a lot of space or a complete PC workstation, such as reception desks and point-of-sale areas. They are also a great way to extend the capabilities of your existing PC network by adding more stations without the need for new hardware.
Network scanners come in both wired and wireless models, so you can choose the one that best meets your needs. They are also typically small and compact, making them easy to use and store when not in use.
In the context of how technology is developing in recent times, there are strong reasons that all companies and organizations should consider using scanners.
On the one hand side, it is easier for everyone to maintain a digital file instead of stacking up piles of paper; on the other hand side, scanning devices provide an effective and fast way to digitize information at high speeds and a very high resolution.
In addition to using scanners in your workgroup, you can also consider using a portable scanner for personal purposes, such as scanning hard-to-store or important documents that would be better saved in digital form. In short, You should not underestimate the advantages of non-contact image sensors because they are already changing the way we process and manage paper-based information.
The proud owner and lead writer of OFFICE-EQUIP.COM
Office equipment seller since 2011. Started writing in 2018 and sharing his experience and knowledge with love and respect.