Scanner Stand

Scanner Stand

Common Questions about Scanners

Find answers to frequently asked questions about scanners

Scanners are a useful addition to any business's office equipment - and there is a wide variety of high-quality units to choose from. In order to select the right scanner for your company or home office, it's helpful to understand a little more about these machines prior to your purchase.

Below are some answers to common questions about scanners. Also be sure to check out scanner FAQs for any questions that aren't covered below.

• How do scanners boost office efficiency?

Scanners create digital replicas of hardcopy documents, transforming paper documents and images into digital versions. This enables you to find and send documents with ease, and also allows for document sharing. To put it simply, once a document has been scanned and saved onto a computer or shared network, it can be accessed by anyone on the network at any time. No more rummaging around in filing cabinets! Furthermore, documents that need to be signed and returned, for example, can be signed, scanned and returned within minutes.

Scanners are also a vital tool in creating a paperless office – an office in which time and money is saved, and productivity is increased. With the right scanner, you'll be able to convert hard copies of documents and images into electronic versions, quickly and simply, and cut down on associated paper usage. You'll also be able to get rid of old documents once they've been scanned, de-cluttering the office and freeing up valuable space.

• How do I select the right scanner?

The type of scanner you choose will depend on your office's scanning requirements. If you regularly have many loose papers that need to be scanned, you'll need to purchase a high volume scanner that can handle high outputs. The speed of the scanner should also match your output requirements - for example, frequent scanning would call for quicker scanning times.

You'll also need to consider the types of documents that you'll be scanning. If you'll only be scanning text documents, a low-resolution scanner will suit your needs. These are often cheaper than high-resolution scanners, but are not recommended for image scanning.

Next, think about whether you'll be scanning loose documents, or bound documents. If you'll be scanning mainly loose documents, purchasing a sheet-fed scanner with an auto-document feeder will make scanning a breeze. These take up far less space than other types of scanners. However, if you'll be scanning bound documents more often (e.g. books), a flatbed or bookedge scanner is ideal. Bookedge scanners eliminate dark shadows caused by the book's spine.

Consider too whether you'll be scanning just one side of your documents, or both. Duplex scanners scan both sides while simplex scanners scan just one.

Also be sure to check the colour depth of the scanner you're purchasing. If you'll regularly be scanning photographs and colour images, it's best to choose a scanner a high bit colour depth.

• Should I buy a stand-alone scanner, or a multi-function scanner?

Multi-function scanners that include a scanner, copier, printer and sometimes a fax machine, are recommended for smaller offices, or offices that do not have high scanning requirements. Multi-function machines offer several different functionalities in a single unit, making them ideal for offices with a range of different admin requirements.

If you print fewer than 50 pages per day, and fax, copy and scan fewer than 30 pages per day, a multi-function scanner will meet your office's output requirements. However, if your output requirements are higher than this, it's advisable to purchase stand-alone units to fulfil each of these functions.

• How do I maintain my scanner?

Provided that you treat it with care, your scanner shouldn't require much maintenance. Simply dusting the outside with a dry cloth or canned air will keep the exterior sufficiently clean. Always unplug your scanner when it's not in use.

The internal mechanisms of your scanner also need to be cleaned, especially if you're using a multi-function scanner, or a scanner that is frequently in use. Professional technicians are able to clean these units effectively, and the company from which you purchased your scanner will gladly send their technicians to your office for routine maintenance checks.

• Can I find scanners online?

Yes you can. Most companies showcase their products on their websites, and many enable you to make purchases online or over the phone. These companies will also deliver directly to your office, and provide any after-sales support that you may need.

You'll find the specifications of most good quality scanners online, making it easy for you to find the right model for your office. Browse the wide selection available now, and use the tips above, to purchase the right scanner for your business.

About the Author

Avision Africa offers a wide range of high-quality business scanners, ideal for use in offices of any size. From desktop and high volume scanners to enterprise and multi-function scanners, Avision's document digitising solutions boost office functionality and productivity.

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