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A guide to bulk scanning with high volume scanners

A guide to bulk scanning with high volume scanners

Scanner Guide

A guide to bulk scanning with high volume scanners

Choose a high speed, high volume scanner for your office and learn how it can help your business operate more efficiently

A standard office scanner may not be enough for businesses that have thousands of documents to digitize each week. Instead, these businesses invest in high speed, high volume models to accommodate their bulk scanning needs. High volume scanners can handle hundreds of pages per minute, often capturing both sides at the same time. Over the course of a month, you can turn millions of physical records into digital ones.

Choosing the right device requires some research, as you’ll want a model that offers fast scanning speeds, high-quality images, and a robust software package. Once that’s done, you can use the scanner to optimize your workflow, saving physical storage space and streamlining data entry. A large automatic document feeder (ADF) can save you time, as can using double-sided scanning.

Instead of outsourcing your projects to bulk scanning services, you can do them yourself to save time and money.

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What to look for in a high volume scanner

The hardware you need for bulk document scanning is different from a standard office scanner. While smaller models can scan a few dozen pages per minute, high volume scanners can handle hundreds. You’ll also want a scanner that preserves image quality and offers software with robust optical character recognition (OCR) features.

    Benefits of high volume scanning

  • Saves time and money for your business
  • More efficient than distributed scanning
  • Digitize your records and digitalize your workflows

Features to prioritize in a high volume scanner

Scanning speed

A high volume scanner can handle hundreds of pages per minute. That adds up to tens of thousands of pages per workday or millions of pages per month. The faster your workers can digitize documents, the sooner they can make use of that data — or spend their valuable time on more specialized tasks.

Image quality

Even if you’re scanning at high speeds, your digital documents need to be just as legible as their physical counterparts. A high speed scanner should offer image resolutions of at least 300 dots per inch (dpi). While 600 dpi is potentially better for very small text or detailed images, it also takes longer.

Powerful software

Even if you’re scanning at high speeds, your digital documents need to be just as legible as their physical counterparts. A high speed scanner should offer image resolutions of at least 300 dots per inch (dpi). While 600 dpi is potentially better for very small text or detailed images, it also takes longer.

While you’re researching which high volume scanner to buy, check out How to Choose the Best High Volume Scanner and How to Pick the Right High Speed Scanner for Your Business for more recommendations.
 

Did You Know? The RICOH fi-8950 can scan up to 150 double-sided pages per minute at 300 dpi resolution. Its powerful PaperStream Capture software uses accurate OCR features to digitize and clean up scanned text. Click here to learn more.

Boost office efficiency with a production scanner

As you research high volume scanners, you may come across the term “production scanner” instead. These terms may imply different processes but are largely interchangeable when referring to the hardware itself. Whatever you call it, a high volume scanner can help your business operate more efficiently. Digitizing your records can save physical storage space, simplify data entry, and back up documents more reliably.

    Production scanner facts at a glance

  • Pages per minute: 100-150
  • Document feeder capacity: 100-750 sheets
  • Use cases: Midsize and enterprise-level businesses

How high volume scanners streamline office work

Less physical storage space

Paper records require folders, binders, and cabinets, as well as valuable real estate in your office. An archive could take up a whole closet — or a small office. Offsite storage is often expensive and inconvenient. On the other hand, digital documents require essentially no space, particularly if you store them in the cloud.

Easier data entry and retrieval

Without a scanner, turning a physical form into a digital one can be tedious. An employee must enter all the data by hand, which takes a lot of time and is prone to transcription errors. A high speed OCR scanner can digitize and store documents in seconds. It can also automatically name and sort files as it scans.

Better document backups

Physical documents are easy to damage and easy to lose. They degrade over time, particularly if your storage space is exposed to air and light. Digital records can remain in pristine condition for decades and each copy will look just as good as the original. Multiple employees can also access the same record from different locations.

Read How a Production Scanner Boosts Office Efficiency to learn how a high volume scanner can improve your workflows.

Make the most of your automatic document feeder (ADF)

A high-capacity ADF is one of the most important tools in bulk scanning. The more sheets you can fit in an ADF, the less time you’ll spend manually loading pages. A good ADF can also complement other important features in a scanner, such as double-sided image capture, skew correction, and the ability to process many different paper sizes.

    What can ADFs do for you?

  • Feed source material with minimal oversight
  • Reduce paper jams and similar errors
  • Straighten documents as they scan

Important ADF features to consider

Double-sided scanning support

If you scan double-sided documents, having to flip them over manually and run them through a second time adds a tremendous amount of work to the process. Look for scanners that support double-sided image capture and the ADF will handle the rest by itself.

Loading error correction

Being able to load hundreds of documents in an ADF won’t do much good if you have to fix a paper jam every few minutes. Make sure that your ADF automatically straightens and flattens pages as it goes. That way, you’ll get smooth, uniform scans. Keep an eye out for devices that offer automatic skew correction.

Support for different paper types

Most ADFs can handle regular letter-sized paper. However, you may need to scan other documents, from fragile receipts to sturdy business cards to IDs. Be sure that your ADF supports a variety of paper sizes and thicknesses, otherwise you might have to load one document at a time rather than dozens.

For a full breakdown of ADF functionality, check out Automatic Document Feeders: The Key to High Volume Scanning.

Use double-sided scanning to speed up workflows

Just as double-sided printing saves space and paper, double-sided scanning saves time and effort. If your device can digitize both sides of a document at once, you’ve essentially halved your workload. Most high volume scanners offer double-sided options, but not every device offers the same speed, accuracy, or ease of use.

    Qualities you want in a double-sided scanner

  • Scanning speeds of at least 100 pages per minute
  • ADF with the capacity for hundreds of sheets
  • Intuitive controls built into the hardware

Best practices to enhance scanner productivity

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Scan your most important documents first

Some documents are vital to your day-to-day workflows. Others are good to have for reference or as backups. Prioritize the papers that you really need, capturing and indexing their data as you go. Save the “nice-to-haves” for later in a project.

Choose a storage location

Before you start scanning, you should know exactly where your digital documents will end up. Determine whether you want cloud storage or a local server. Look for scanning software that lets you choose a default location for scanned files, including cloud services.

Comply with industry regulations

Depending on the fields and countries your business operates in, you may have to comply with industry or government regulations. As you scan documents and upload data, be sure that only authorized personnel can access the relevant files. You may also have to delete these files after a certain amount of time.

To maximize your high volume scanner’s efficiency, read How to Make the Most of a Double-Sided Scanner.

Did You Know?: The fi-7600 has become a popular mid-office scanner thanks to its large, 300-page hopper and advanced engineering that help it digitize even the largest workloads right the first time.

Shop Scanners Now

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Our recommendation: RICOH fi-8950

Those in the market for a bulk scanning device 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 an ideal choice for businesses that need a high-volume scanner. With a scanning speed of 150 double-sided pages per minute and a 750-sheet ADF, you can scan tens of thousands of documents per day. The fi-8950 scans at 300 dpi by default, but can reach resolutions of up to 1,200 dpi for particularly detailed projects. The sophisticated PaperStream Capture software also offers robust OCR and data indexing features. 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.