It is customary for most homes and small businesses to be equipped with document scanners. Document scanners are devices that transfer ink on paper documents into digital representations that can be manipulated on a computer. They are commonly built into multi-functional devices like the four-in-one machines that can handle printing, copying, faxing, and scanning. There is, however, a wide variety of document scanners available; high volume scanners are one type designed specifically for business use. This article will explain some of the benefits of high volume scanners so that you can decide if purchasing one is right for your firm.
Different businesses have different requirements as to how they handle their documents. Some need to maintain their records for the normal verification of expenses and to prove the validity of contracts. Others–law firms, private medical practices, accountants–are required by law to maintain certain documents in perpetuity. Local, state, and federal laws all place demands on these types of firms, and it is crucial that they follow the regulations so that they can remain in business. Using standard document scanners in this type of situation is possible, but depending on the workload, it could prove to be more trouble than it is worth. In a case like this, it may be worthwhile to investigate high volume scanners.
Even if your firm does not have a legal imperative to maintain large document files, it may still be in your best interests to do so. There is a very high legal liability associated with losing or accidentally destroying documentation. For example, a small business that suffered from extensive flood damage to their office might lose thousands of important documents. This could lead to nullified contracts or to the misfiling of taxes. Having document scanners empowers businesses to avoid these unforeseeable mishaps. High volume scanners empower business to not only avoid these pitfalls, but to avoid them in an efficient, cost effective way.
High volume scanners come in many flavors and costs. It is up to you and your management team to decide which document scanners are right for your current situation. High volume scanners can process batches of documents over 70 pages high, and scan them at rates of over 60 pages per minute. Again, there is quite a range to these products; some high volume scanners cannot match the specifications listed above, and some document scanners may exceed them. High volume scanners also have varying abilities to handle graphics, tear sheets, barcodes, and all the other items that modern document scanners are required to deal with.
As you consider your business operations, there may be areas where capital investment seems like a necessary next step. If this is the case, evaluate the products offered in the scanner market for some devices that could possibly help your firm. Scanners can reduce your risk exposure, ease your ability to comply with the law, and make your document manage activities more efficient and cost effective. A high volume scanner may be beneficial to your company or organization.