How to Pick the Right High Speed Scanner for Your Business

How to Pick the Right High Speed Scanner for Your Business

Find a device that will help you make that mountain of paperwork disappear fast

Even as organizations embrace digital workflows, paper still rules the office. The average white-collar worker handles around 10,000 sheets of paper every year. Much of this paper needs to be converted into digital files to increase data accessibility and optimize workflows.

Enter high speed scanners. These devices are built to scan large volumes of paper in mere minutes, giving your team more time to work with data and provide better service. If you’re shopping for a new high speed office scanner, we’re here to help you pick a device that checks the boxes you need.

Need more advice on how to manage large paper workloads? Read A Guide to Bulk Scanning With High Volume Scanners for more information.

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What is a high speed scanner?

High speed scanners are document imaging devices designed to process images, records, and other paperwork rapidly. While there can be some overlap in purpose with high volume scanners, high speed scanners specifically prioritize digitizing documents quickly.

While speed is the main priority, high speed scanners must also maintain high quality and accuracy as they work. Misaligned documents or low-quality images can negatively impact scan results. These errors often require rescans that can waste valuable productive time — time that the high speed scanner was supposed to save in the first place.

Essential high speed scanner features

Choosing the best high speed scanner for your organization will involve analyzing each device’s feature set and determining whether it meets your business needs. That said, there are several functions and options that most businesses prioritize. Consider these features a baseline for any high speed scanner that you choose.

An automatic document feeder

The automatic document feeder (ADF) is the tool that stores and feeds documents through your high speed scanner. It relies on a series of rollers to quickly send each document through the scanner without manual intervention. It offers a stark contrast to glass trays, which can only scan a single one-sided letter-sized document at a time. Instead, many ADFs can automatically scan both sides, either simultaneously in a single pass or by reversing the document through the rollers to capture the other side.

An ADF that can process standard, letter-sized documents is a must. Consider other document types as your organization needs.

High scan speeds

High speeds should be a given, though high speed document scanning is impacted by more than feed speeds. What feels like high speed for home use won’t cut it in an office environment. Look for options that can scan anywhere between 100 and 200 pages per minute, depending on your needs.

Image quality

Scan quality is just as important as speed. For standard black-and-white documents, look for a high speed scanner that can consistently capture images with a resolution of at least 300 dpi (dots per inch). 600 dpi is optimal if you’re planning to scan more detailed documents or images.

Bundled and optional software

The included scanning software can also offer a wealth of additional features to boost scan speeds and accuracy. Consider software with automatic naming, organization, and image correction features to reduce manual work as much as possible. If you have an advanced workflow with more complex needs, explore a paid software option to meet those needs and help improve your outcomes and return on investment.

Did You Know?:PaperStream Capture Pro offers high-level data extraction and automated image enhancement processes. Improve data accuracy and image quality on every scan with minimal manual intervention.

Network connectivity

Features like Ethernet ports and WiFi are essential for making your digital scan processes more efficient. They allow employees to upload files to your centralized network and storage systems, no matter which scanner they use in the office.

Ease of use

High speed scanners should be easy to use. Look for intuitive touch interfaces and one-button scan options to streamline the scanning process as much as possible.

Considerations when choosing a high speed scanner for business

Organizations must weigh the pros and cons of each device to determine if it will augment or complicate their established workflows. Even so, there are a few general considerations every business should make when shopping for a high speed scanner.

Labor costs

While device purchasing and upkeep come with upfront and ongoing costs, labor remains one of the most significant digitization expenditures. A high speed scanner that is intuitive to use and minimizes manual intervention will help you get the most out of your budget.

Throughput

Rated speeds aren’t always adequate metrics for determining how fast you can scan documents under real-world use. Workflow efficiencies, internal processes, data accuracy, and image quality all add up to determine your total scanning throughput.

Issues such as paper jams, poor stacking, skewed images, or multifeed errors significantly diminish the final scanned product. Fixing these issues requires rescanning these documents, taking additional time and resources you might not have.

Don’t just look for a scanner with high raw-speed ratings. Look for one that offers a consistent throughput that matches your day-to-day needs.

System integration

Scanned documents need a place to live within your network. Choosing a scanner that integrates with existing document management systems will help automate time-consuming organization and storage steps. Rather than manually placing these files into your digital workflows, scanner integration puts them where they need to go, improving process efficiency and reducing the possibility of human error.

Security and compliance

Network connectivity offers convenience but can also open your network to potential cyber-attacks. A high speed scanner that prioritizes security will help protect sensitive information as data flows between your device and the corporate network.

Specific industries may also have unique security and privacy compliance requirements. Before buying, ensure your chosen high speed scanner meets the standards set by industry regulatory boards or government agencies.

Our recommendation: RICOH fi-8950

Those in the market for a high-speed 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 is designed to handle whatever your workday can throw at it. A massive 750-page hopper and double-sided scanning speeds of 150 pages per minute make short work of even the most demanding jobs. With Clear Image Capture and automatic skew correction technology, you can rest assured that your scans are as accurate as they are fast. 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.

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