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A Guide to Scanning Software

Scanner Guide

A Guide to Scanning Software

Discover its benefits, what to look for, and how remote and cloud scanning options can unlock more efficient workflows

Businesses all over the world are undergoing digital transformation. Converting physical documents into digital files can unlock unparalleled access to critical information. It also enhances operational efficiency and customer satisfaction.

But no digital transformation is complete without digitization hardware and scanning software. This guide will walk you through the essential features no scanning software should be without.

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Send documents to the cloud

If your organization has multiple locations, we have a remote distributed scanning solution that can save you time and money.

Learn More

What is scanning software?

 

Scanning software is a computer application that processes and stores digitized documents and images.

Scanning software works in conjunction with document scanning hardware. The hardware ingests the physical document and transmits the digitized data to the computer. Once that’s done, the software converts the data into the appropriate file type.

    How scanning software can boost efficiency

  • Improve accuracy and visual quality of scanned documents.
  • Automatically organize scanned files.
  • Integrate with hardware and network components for enhanced usability.

Important scanning software features

Image correction

Sometimes scans don’t come out perfectly, especially if you’re processing dozens of images at once. Scanning software can adjust and enhance the image to clarify details and remove imperfections.

Metadata tagging

Enhanced searchability is a must when dealing with a lot of paperwork. Some scanning software suites will read the text as it’s scanned and apply tags to improve search filtering for easy access.

Auto-sort capability

Scanning software can place finalized documents into organized folders. Set organization parameters based on name, project type, or other criteria, start scanning and watch as digital files end up where they need to go.

Read more about document scanning software in How Document Imaging Software Can Streamline the Digitization Process.

Did You Know? PaperStream scanning software makes it easy to capture digital documents, touch up images, and sort files. Plus, it comes with all fi and SP series scanners.  

What is remote scanning?

Remote scanning is the process of digitizing documents outside a business’ network and transferring the document to that network once it is scanned.

As remote and hybrid work become more common, businesses must ensure that digitized documents remain in a central repository no matter where the file is scanned. The combination of cloud technology and compatible scanning software allows businesses with multiple locations or remote working arrangements to scan and store files, regardless of location.

    How remote scanning works

  • An IT department configures scanning software on the remote worker’s workstation.
  • The remote worker digitizes the document through a document scanner.
  • The scanning software uploads the digitized document into the cloud and transmits the file to the corporate network.

The benefits of remote scanning

Enhanced flexibility

Remote scanning can unlock the ability to digitize documents from any location, as long as it’s being done on a properly configured computer. If employees work from home and need to scan something, they won’t need to drive into the office; remote scanning ensures the files will make it into the network safely and securely.

Distribution of workload

Even if your business does not have a remote workforce, limiting scans to a single access point can create workflow bottlenecks that reduce productivity. Remote scanning spreads the workload across multiple devices, improving access while reducing wait times.

Reduced costs

Remote scanning is virtually instantaneous, saving businesses money on expensive overnight document shipping fees. Plus, you won’t have to worry about important files getting lost in the mail.

Read more about what makes remote scanning work in What Is Remote Scanning?

What is cloud scanning?

Cloud scanning is a natural extension of remote scanning, where scanned documents are transmitted to an online cloud-based file storage system. Where remote scanning allows anyone to scan a document regardless of where they’re located, cloud scanning allows authorized users to access those files from anywhere.

    How to scan documents to the cloud

  • Choose a document scanner that offers networking capabilities via wired Ethernet or WiFi.
  • Find a cloud storage platform with the storage size and transfer speeds that suit your business needs.
  • Create company-wide processes to improve usability and increase data security.

Why scan to the cloud?

Increased access to files

By placing files in a centralized cloud storage system, businesses can ensure every authorized user has access to the same information. Cloud storage fosters collaboration between remote workers and employees in offices located across the globe.

Enhanced data security

Popular cloud platforms take data security very seriously. They rely on state-of-the-art encryption algorithms to keep sensitive information from getting into the wrong hands. Some businesses opt for a private cloud infrastructure for greater control.

More satisfied customers

When files are scanned to the cloud, they can be made instantly available to your customers. You can put essential information right at their fingertips via a web page or mobile app whenever they need it.

Learn more about how you can take advantage of the cloud in How (and Why) to Scan to the Cloud.

Did You Know? The RICOH SP-1425 is TWAIN and ISIS-compliant, allowing for maximum versatility with your chosen document scanning software solution.  

What is document capture?

Document capture is the process of converting a physical document into a digital file that is searchable and editable. Capturing a document is a more robust process than document scanning, which merely digitizes the document as a static image.

    How does this differ from document scanning?

  • Captured documents are automatically tagged and separated based on specified criteria, while scanned documents must be filed manually.
  • Captured documents can use optical character recognition (OCR) technology to detect text in digitized files, allowing for direct editing.

Benefits of document capture software

Reduction of manual data entry

Businesses can leverage the ability to automatically capture and sort data to reduce administrative overhead. Automated processes tend to improve accuracy, as well.

Improved access to data

Automated tagging and robust search functionality allow employees to access the information they need by simply typing a few related words. Break down barriers to productivity by making data easier to find than ever before.

Higher-quality scans

Document capture software can detect imperfections in documents, like creases, misalignment, or blurry text, and automatically make adjustments to improve readability. Not only do you get better scans, you’ll reduce the need to rescan, freeing up time for more important tasks.

Read more about document capture software in Document Scanning vs. Document Capture: What’s the Difference?

What are document scanning services?

A document scanning service is a third-party vendor that aids businesses in digitizing paperwork, records, and other documents in bulk.

Most services require businesses to ship their documents to the vendor’s facility, where scanning will take place. Once complete, you will receive cloud access to download digitized files. Or the vendor will mail a physical storage device, like a USB thumb drive or hard disk containing your files. The vendor will also mail your physical documents back or dispose of them for you.

    How to know if you need a document scanning service

  • You need to digitize a large volume of documents all at once but don’t need ongoing scanning resources.
  • You need regular scanning capabilities but currently lack the resources to build the infrastructure yourself.
  • You lack the necessary hardware to scan documents at scale.

What to look for in a document scanning service

Scalability

You may have a single box of old records. Or you might have a storage room packed to the brim. Either way, the scanning service should be able to accommodate your needs. Your needs might also change over time, so look for a vendor that can scale with your demands.

Security and compliance

Look for vendors that tout their stringent security measures. Also, find out which compliance standards they follow (such as HIPAA), if they are applicable to your business.

Turnaround

Once you send your documents off, you’ll want to make sure that they get digitized in a timely fashion. Estimates will vary depending on the vendor and quantity of documents. Be sure to get quotes from several services before making a decision.

Read more about document scanning services in How to Evaluate Document Scanning Services.

Send documents to the cloud

If your organization has multiple locations, we have a remote distributed scanning solution that can save you time and money.

Learn More

fi and SP Series Scanners

Those in the market for the right hardware to pair with their scanning software 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.

There’s a RICOH fi and SP series scanner available to meet any business need. For demanding workflows, consider the fi-8170. It combines a 100-page automatic document feeder with scan speeds of up to 70 double-sided pages per minute. If you need to scan smaller or more delicate documents, the SP-1425’s versatile flatbed will fit the bill. Whatever you choose, you’ll get powerful PaperStream scanning software to make work more efficient. 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 financial or legal 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.