The Complete Guide to Document Digitization

Digitization of documents and other media requires specialized hardware, which scans and then converts physical media into the necessary binary code computers can access. Scanners often include dedicated software that provides a user interface for configuring scan quality, file formats, sharing capabilities, and more.

Digitization methods differ based on the scanned media, as the source material's size, age, and quality may require specialized hardware for optimal scans.

Businesses that digitize their workflow stand to benefit almost immediately from increased organizational capabilities and gains in efficiency.

Books come in various sizes and shapes, and older books may be too delicate for a flatbed scanner.

In this case, an overhead scanner works best, as it can capture an entire, fully-configurable area without needing to come into direct contact with the book.

Dedicated overhead book scanners are also purpose-built to digitize fonts of various sizes, ensuring scanned pages don’t appear blurry or unreadable. Many book scanners come with software that can identify flaws, rotate skewed pages, and minimize errors.

Like books, digitizing photos requires specialized equipment and techniques to ensure the highest-quality scans while minimizing damage to the original image.

A scanner with an automated document feeder will capture photos taken within the past few decades. These will allow you to stack hundreds of photos and scan them within a few minutes.

For older, more delicate photos, a flatbed or even overhead scanner is the best option to avoid jamming and potentially ruining your photos.

Fingerprints and the skin’s natural oils can ruin the original image. When handling old photos, always use nitrile gloves and avoid touching the front of your images.

Our recommendation: The ScanSnap and fi Series of scanners

Those in the market for document digitization scanners have no shortage of options. We take great pride in having spent the last 85+ years researching, designing and developing some of the most advanced and powerful electronics in the world, including our ScanSnap and fi Series of scanners.

Built to purpose for the most demanding document handling jobs, fi Series 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 fi Series of scanners is perfect for small to medium-sized companies looking to digitize their offices. For example, the ultra-compact fi-800R makes an excellent front-desk scanner capable of processing documents, envelopes, passports, or IDs. For daily scanning, the fi-8170 utilizes our proprietary Clear Image Capture technology for fast, reliable, high-quality scans. This versatile line contains document digitization hardware built for any situation. Click here to learn more or shop the rest of our scanner line.