Looking to buy a new scanner but not sure where to start? Confused by the huge range of scanners to choose from, and which features you actually need? With so many options and configurations to choose from, it can be a daunting task to select the right one. In this article, we’ll unpack the most important considerations when choosing a new scanner, which will hopefully make it a bit easier for you to find the right one.
Types of Scanners
Stand-alone scanners come in four basic types, each best suited for specific use cases:
Flatbed scanners
These are the most commonly used scanners. They’re very space-efficient, cost-effective, and versatile – ideal for day-to-day scanning purposes. The downside is that you need to manually insert each page you want to scan.
Sheet-fed scanners
If you need to scan all the paperwork in your filing cabinets that’s accumulated over the decades, or even just a small pile of documents, you’ll find that feeding them into a flatbed scanner manually one by one quickly turns into a tedious, time-consuming nightmare. Sheet-fed scanners are made for this – they automatically feed in the pages and scan them.
Sheet-fed scanners can cost four times as much as equivalent flatbed scanners. But if you’re scanning at high volumes, the time and resource savings you’ll get from sheet-fed scanners will more than compensate for the additional cost.
Portable scanners
These hand-held scanners are ideal when most of your scanning is going to take place out of the office. Some are battery-operated, and most have Wi-Fi connectivity. So, you could even scan and upload to the cloud from your car, or on the beach.
Photo scanners
These are specialist scanners designed to deliver ultra-high-quality photographic prints.
Checklist for Choosing Scanners
It goes without saying that your budget will be a major determining factor in deciding which scanner you should buy. But there’s a lot more than just price that differentiates scanners. Here are some of the major factors to consider:
MFP or Stand-alone
Most multifunction printers (MFPs) today include a scanner, along with a printer, copier, fax machine, and other features. These scanners generally offer scanning resolutions of between 300 and 600 dpi (dots per inch), which should be more than adequate for most day-to-day scanning needs. They’re also probably sufficient to capture color documents in professional quality.
However, if you’re going to be scanning constantly and/or producing high volumes, you’re probably better off with one of the many stand-alone scanners. In particular, if you’ll be scanning items of irregular sizes (either big or small), or will need to capture images in fine detail, the chances are MFP scanners are going to come up short.
Resolution
Staying on the topic of scan quality, the resolution of your scans is an important consideration for many businesses and professions like photographers. Most new stand-alone scanners will offer a minimum resolution of 600 dpi, which should be sufficient for most use cases.
But if you need ultra-high resolution, or to scan small items like photo negatives or postage stamps in high quality, then you’ll need at least 8x that resolution. As you might expect, the higher the resolution, the more the scanner is likely to cost.
Scanning Volume
As discussed above, the amount of scanning you’ll need to do is an important consideration in the type of scanner you choose. If you’ll be scanning high volumes, go for a sheet-fed scanner rather than a flatbed.
Duplex Scanning
Are you going to be scanning many double-sided documents? If the answer is “yes,” look for scanners that offer duplex scanning features.
Some scanners have two scanning elements, which enables them to scan a double-sided page in one pass. Others scan one side of the page, then mechanically flip the page and scan the reverse side.
That makes dual-element scanners quicker, but they generally cost a bit more as a result. So, if time is of the essence for you, it might be worth spending a bit extra on a dual-element machine.
Connectivity
Most new scanners offer reliable, secure connectivity via USB, Wi-Fi, or Ethernet (LAN). Scanners offering Wi-Fi are a bit more expensive, but the convenience of being able to connect to the scanner from multiple devices simultaneously and cable-free usually justifies the extra expense.
Operating Costs
The cost of running a scanner doesn’t end at the purchase price. Scanners need regular cleaning and maintenance to stay in optimal working order, and the rollers, ink/toner, and lamps will need to be replaced periodically.
Parts and consumables obviously differ from machine to machine. So, it’s worth making sure that the service and parts that your machine is going to need are readily available, and within your budget.
Scanning Software
Most new scanners will come bundled with scanning software. However this software can vary greatly in terms of usability and functionality, and some might include features that could be really useful for your business.
Some scanner software offers OCR (optical character recognition), which can convert images of text into editable text. Many scanning apps include photo editing features. And some just offer rudimentary “scan and save” tools, meaning you’ll probably have to buy third-party software if you want to do things like OCR and photo editing to your scans.
If you are going to use third-party editing apps on your scans, look for scanners with TWAIN drivers. These will allow you to scan directly into the apps, without first saving the scans to disc.
Security Features
You can never be too careful when it comes to cybercrime, and your scanner is as vulnerable as any other entry point into your network. Some new scanners offer security features to help protect you and your data. These can include access control (password protection), authentication, and encryption.
Although these features may cost more, they’re definitely worth serious consideration – especially if your scanner is going to be accessed by multiple users from an assortment of devices.
Support
Some scanners come with comprehensive manuals and guides, which can be invaluable in the long run – particularly in the maintenance and troubleshooting sections. Online tutorials and video explainers can also be very helpful, and save you money on call-out fees.
A Trusted Supplier of Scanners
Obviously, there is much to consider when deciding which scanner is the right one for your business. And choosing the right supplier is a primary consideration.
If you’re in the Sacramento area, Buckmaster Office is a partner you can trust. We have decades of experience and know-how, plus a wide selection of scanners (as well as printers, copiers, etc.) to choose from, and a range of IT services to help your business. Contact us today to discuss your needs and get a quote.