Speed up digital transformation with the right equipment
Converting decades’ worth of paper records into digital files is a painstaking process. It’s also necessary to stay competitive in today’s increasingly tech-reliant landscape. As businesses undergo digital transformation, they need reliable equipment to streamline the process. That includes double-sided scanners.
A double-sided document scanner can significantly speed up digitization. The trick is knowing what to look for in a scanner and making the most of its features. Here’s what you need to know to make the process more productive.
Need more advice on how to manage large paper workloads? Read A Guide to Bulk Scanning With High Volume Scanners for more information.
Benefits of a double-sided scanner
Picture a stack of papers waiting to be digitized. Then imagine cutting that stack in half. That’s essentially what happens when you switch from a one-sided, or simplex, scanner to a double-sided scanner, also known as a duplex scanner.
If you’re wondering how to scan double-sided, it depends on your equipment. Not all duplex scanners work the same way. Some use a reversing automatic document feeder that scans one side of a page, flips it, and then scans the back. Others use dual image sensors to scan both sides of the page at the same time. The latter method is faster, but both significantly speed up scanning time compared to a single-sided scanner. In a business setting, time saved almost always means money saved as well. Double-sided scanners also reduce the need for manual input. Users don’t need to flip and reinsert documents as they’re being scanned to ensure both sides are captured.
Did You Know?:The RICOH fi-8950 offers double-sided scanning speeds of up to 150 pages per minute — all while optimizing every document it digitizes. Click here to learn more.
Key features to prioritize in a double-sided scanner
Speed
Duplex scanners are intended to speed up processes, so scanning speed should be a major priority. What does that actually mean in practice? When you’re considering scanners, the scanning speed will be listed in pages per minute (ppm) and images per minute (ipm). For digitizing documents, you’ll want scan speeds of at least 100 ppm — but the faster the better.
Capacity
That said, having a fast scanner isn’t an advantage if someone has to hover nearby to keep loading in more paper. Features like high-volume output and continuous paper processing ensure that the scanner can go longer without needing someone to reload documents. For example, a 750-sheet feeder means you can break scanning tasks into fewer batches, reducing prep time and manual intervention.
Accuracy
Don’t focus on speed so much that you get a double-sided scanner that doesn’t create clear, readable digital files. Look for features that support scanning accuracy, such as skew correction, overlap protection, and Clear Image Capture (CIC) technology. If you want to be able to easily browse your digital files and find exactly what you’re looking for, optical character recognition (OCR) makes the text on the page searchable.
Durability
Downtime is a productivity killer. You don’t want to have to replace your fleet of scanners every few years or spend more time contacting maintenance than digitizing documents. The right scanner will have a durable design with high-quality parts. Scanners that open on top and allow easy cleaning of rollers and glass surfaces are especially good for longevity.
Ease of use
Don’t confuse comprehensive with complex. You want a scanner that’s a powerhouse when it comes to digitizing while still being easy to use. Bright, intuitive touchscreen controls should walk the user through the process.
Best practices for productivity
Once you’ve chosen the ideal double-sided scanner for your business, it’s time to think about integrating it into your workflows. Don’t just pull paperwork from cabinets and start scanning; you first need a document management system (DMS), a combination of hardware and software that lets you store and manage digital files. Your scanner is part of your DMS, as is the software it uses.
As you map out your digitization needs, first think about what to prioritize. For example, a lawyer’s office might need to scan contracts and legal documents first, while ecommerce websites need to catalog order forms and receipts. Scan files in order of importance, leaving the least essential documents for last.
Next, think about where these files are going to live. A local server? A cloud platform? How will you organize them? You should have these digital destinations ready to go before you start scanning. Ensure your scanner is set up to save files to the chosen location; the right software can make that process easier. You’ll want to properly label and tag each file — or better yet, use software that does that automatically.
Be sure to consider any compliance guidelines or laws that apply to your industry. Those in the medical field must think about HIPAA, for example. To protect that data, your document management system should include security features like access controls that ensure only authorized users can view sensitive information.
Did You Know?:The fi-8950 was built for the long haul. Its durable design and high-quality metal components mean you can rely on this scanner for years to come. Click here to learn more.
Our recommendation: RICOH fi-8950 double-sided scanner
Those in the market for a double-sided document scanner have no shortage of options. We take great pride in having spent the last 50+ years researching, designing, and developing some of the most advanced and powerful electronics in the world, including our professional grade fi and SP series of scanners.
Built to purpose for the most demanding document handling jobs, fi and SP scanners are capable of processing tens of thousands of pages per day at the highest levels of accuracy. Their intuitive integration capabilities with all existing work suites minimize time-to-value for businesses looking to invest in tools that will pay dividends for years to come.
The RICOH fi-8950 double-sided scanner boasts scanning speeds of 150 ppm and 300 ipm, all while keeping scans accurate with proprietary Clear Image Capture (CIC) technology. A 750-sheet document feeder breaks big tasks into fewer batches, enhancing productivity. And its user-friendly design and intuitive interface make operating the fi-8950 a breeze. Click here to learn more or shop the rest of our production scanner line.
Note: Information and external links are provided for your convenience and for educational purposes only, and shall not be construed, or relied upon, as legal or financial advice. PFU America, Inc. makes no representations about the contents, features, or specifications on such third-party sites, software, and/or offerings (collectively “Third-Party Offerings”) and shall not be responsible for any loss or damage that may arise from your use of such Third-Party Offerings. Please consult with a licensed professional regarding your specific situation as regulations may be subject to change.
