Scanner Guide
A guide to scanning software
Learn how scanning software with remote, cloud, and document capture features can power your digital transformation strategy
A guide to scanning software
A guide to scanning software
There’s valuable information in your business documents, and a good piece of scanning software can be the best way to gather it. As your company grows, paperwork starts to pile up. Contracts, invoices, and customer records don’t have to sit, forgotten, in bulky cabinets or disorganized boxes. By digitizing these documents, you can free up space, organize your records, and extract useful data. If you’re willing to deal with tedium and transcription errors, you could manually type up every record in your archive. Alternatively, you could let a scanner and scanning software do most of the work for you.
If you’re digitalizing your workflows, using the right software is just as important as choosing the right scanner. You’ll need a program that can automatically tag, sort, and index your documents. Remote and cloud scanning features are also helpful, especially if you have a remote or hybrid workplace. This guide will cover how powerful scanning software can help your company yundergo a complete digital transformation.
Scanning software is a computer program that processes and stores documents and images as you scan them. The whole process is called “digitization.” A scanner ingests a physical document, then transmits the digitized data to the computer. Once that’s done, the software converts the data into the appropriate file type.
Benefits of scanning software
- Improves accuracy and visual quality of scanned documents
- Automatically organizes scanned files
- Extracts text for editing and analysis
Scanning software features to look for
- 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 captured documents into specific folders. Users can set organization parameters based on name, project type, or other criteria.
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.
Remote scanning is the process of digitizing documents outside of an office, then transferring the scanned files back to a business network.
As remote and hybrid work become more common, businesses must ensure that digitized documents go to a central location, no matter where the scanning takes place. Cloud-enabled scanning software helps businesses with multiple locations or remote working arrangements to scan and store files, regardless of location.
How does remote scanning work?
- An IT department configures scanning software on the remote worker’s computer.
- The remote worker digitizes a document through a document scanner.
- The scanning software uploads the document into the cloud and transmits the file to the corporate network.
Benefits of remote scanning
- Enhanced flexibility: If employees work from home and need to scan something, they won’t need to commute into the office. Remote scanning helps ensure the files will make it onto the business network safely and securely.
- Distribution of workload: Even if your business doesn’t have a remote workforce, limiting scans to a single piece of hardware 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, helping businesses save money on expensive express document shipping fees. Plus, you won’t have to worry about important files getting lost in the mail.
Check out What Is Remote Scanning? for more information about the process.
What is cloud scanning?
Cloud scanning refers to transmitting scanned documents directly to an online storage server. If remote scanning lets workers scan files from almost anywhere, cloud scanning lets them access those files from almost anywhere. Good scanning software can upload files directly to popular cloud storage services, such as Google Drive and Dropbox.
How to scan documents to the cloud
- Choose a document scanner that offers networking capabilities, either via wired Ethernet or Wi-Fi.
- Find a cloud storage platform with the storage size and transfer speeds that suit your business needs.
- Create a teachable, repeatable cloud scanning process that prioritizes usability and data security.
Cloud scanning benefits
- Better file access: By storing files in a cloud server, businesses can ensure every authorized user has access to the same information. Cloud storage fosters collaboration between remote workers and in-office employees.
- Enhanced data security: Popular cloud platforms take data security seriously. They rely on state-of-the-art encryption algorithms to keep sensitive information from falling into the wrong hands. You could also opt for a private cloud infrastructure if you need more granular control over cybersecurity.
- More satisfied customers: When employees scan files to the cloud, customers can access them instantly. You can deliver essential information directly to your audience via a web page or mobile app.
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 fi-8170 can scan up to 70 pages per minute, with a 100-sheet automatic document feeder (ADF) to keep things moving quickly. Click here to learn more.
Document capture is the process of converting a physical document into a searchable, editable digital file. Capturing a document is a more robust process than simply scanning a document, which results in a static image file.
Document capture vs. document scanning without capture
Captured documents:
- Use specified criteria (document type, names, numbers etc.) to automatically tag and sort files
- Can use optical character recognition (OCR) technology to detect text
- Allow editing and indexing for search after the initial scan
Scanned documents generally:
- Require manual filing into the proper folders
- Are simple image files without any editable text
- Still need manual transcription for any important information
Benefits of document capture software
- Less manual data entry: Businesses can use document capture software to automatically sort files and extract data, reducing administrative overhead. Automated processes tend to improve accuracy, too.
- Easier file search: Automated tagging and indexing means that employees can access the information they need by simply typing in a few keywords. They can then copy and paste that information wherever they need it to go.
- Higher-quality scans: Document capture software can detect and correct imperfections in documents. A good program can spot creases, misalignment, or blurry text, and automatically make adjustments to improve readability.
For more information about document capture software, read Document Scanning vs. Document Capture: What’s the Difference?
What are document scanning services?
A document scanning service is a third-party vendor that digitizes paperwork, records, and other documents in bulk.
Most services ask you to ship your documents to the vendor’s facility where the scanning takes place. Once they finish, you’ll receive cloud access to download the digitized files. The vendor could also mail you a physical storage device, like a USB thumb drive or hard drive. After that, you’ll either get your original documents back or ask the vendor to dispose of them.
Why should you use a document scanning service?
- You need to digitize a large volume of documents all at once, but won’t need to do much scanning after that.
- You need to scan documents regularly, but currently lack the resources to build the infrastructure yourself.
- You don’t have the necessary hardware to scan documents at scale.
Document scanning service features
- Scalability: You might have a single box of old records or an entire storage room packed to the brim. Either way, the scanning service should be able to accommodate you. Your needs might also change over time, so look for a vendor that can scale with your demands.
- Security and compliance: Find a vendor with stringent security measures, especially if they plan to store your scans in the cloud. If you work in a regulated field, make sure that the vendor is compliant with industry standards.
- 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. Try to get quotes from several services before making a decision.
Read more about document scanning services in How to Evaluate Document Scanning Services.
Our recommendation: PaperStream Pro Capture software
To leverage your valuable business data, you need to digitize it first. The best tool for the job is good scanning software, such as PaperStream Capture Pro. This program boasts accurate OCR features that convert scanned documents into editable text that you can copy, paste, and search. PaperStream Capture Pro can tag captured files with the appropriate metadata, route them to specific folders, and even extract important data as it scans. Your staff can start analyzing that information right away with the support from your AI tools.
PaperStream Capture Pro is fully compatible with RICOH fi Series scanners, making it a strong option for everything from small businesses to enterprise-level operations. Check out our full lineup of capture solutions to learn more.
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.