Complete Guide On How To Scan Large Amounts Of Documents

Complete Guide On How To Scan Large Amounts Of Documents

High scale paper scanning ability improves business process and keeps your organization ahead in many aspects. As the high capacity scanning equipment processes a massive volume of pages, it is reliable for crucial improvement in productivity. Unlike ordinary scanning devices, they have high speed and hence accomplish the task at a more incredible speed.

What Type Of Scanners Do You Need?

Regular scanning or scheduled scanning for large amounts of documents is handled efficiently using fast document scanners. There are various types of fast document scanners as below.

Production Scanners

They are having the highest scanning capacity than other scanners on the market. If you are ready to invest big, have a single scanning operation point, and require high speed, then these are the perfect option for you. When I say high, think thousands of documents.

For instance, consider the Canon image FORMULA DR-G2140 Production Scanner. It can scan 140 ppm/280 ipm, and the automatic feeder can accommodate 500 sheets in the automatic document feeder (ADF) at a time. Based on these calculations, you can scan up to 70000 documents per day.

Canon imageFORMULA DR-G2140 Production Scanner

If you have only hundreds, you may tone down a bit on your equipment, and if you have multiple operation points, even then, these scanners are not the right choice.

Departmental Scanners

Each department has different scanning needs, and a department does not require robust production scanners. Much smaller versions, i.e., departmental scanners, are apt for record-keeping in digital form. They also facilitate high-quality scanning useful for images.

The Panasonic KV S2087 Sheetfed Document Scanner has 85 ppm and 170 ipm with a feed tray of 200 sheets capacity. Double-sided scanning speed is the same as single-sided scanning speed for this device.

If you are aiming for a more individual solution, then you can go for workstation scanners.

Workstation Scanners

If you need your employee to scan documents daily, though not an exactly large amount for each device, then these are the right choice. As you need to have one device for each employee, a few of them together add up to a considerable number that can be large enough.

The advantage of this method is you do not need a particular operator for scanning documents, but few devices each month at your convenience, and cost lower than the large machines.

The Fujitsu fi-7160 Color Duplex Document Scanner – Workgroup Series helps in scanning 60 ppm/120 ipm and has an ADF capacity of 80 sheets. They are smaller in size yet produce high scanning speeds, though ADF capacity is lower than the production scanners.

 

Which Are The Fastest Scanners For Scanning Large Amounts Of Documents?

If you require scanning many documents to digitize them and want to know – how to scan large amounts of documents? Production scanners are high-speed devices that support an exceptional scan rate per hour and can scan large amounts of documents efficiently and effortlessly.

High to mid-volume scanning frequently in projects such as health care and accounts benefit a lot with these scanners. Large organizations with a scanning needs of at least 1000 documents and above per day can consider these scanners.

It is a considerable investment and useful only if you require constant document scanning. In case it is a one-time requirement, or you don’t need it more than once every quarterly or so, you can consider other alternatives that will effectively fulfill your necessity.

What To Look For In A Production Scanner?

Scanners containing flatbed scanning capability for scanning a single sheet to a duplex Automatic Document Feeder (ADF) for scanning thousands of documents are versatile. The face-down scan ability can feed the paper continuously for uninterrupted scanning.

Most of the scanners come with top-notch software with continuous support. Also, advanced features such as double-feed detection and intelligent multi-feed action to avoid false detection help in keeping your scanning process optimized.

Check out this video to know how many multiple ways a production scanner can help you scan a large number of documents.

You might be familiar with flatbed scanners, but they are not capable of scanning with speed and need constant feeding of documents for scanning. Also, the cost of scanning is high. On the other hand, scanners with automatic document feeder (ADF) enabled scanners are quick, require fewer feeds, say once every 300 to 750 papers depending on the capacity of the scanner.

Duplexer features can scan both sides of the document as it can flip the paper automatically using the rollers. This feature is crucial if you need to scan a lot of double-sided papers. If you need to scan only single-sided features skipping on this feature will allow you to buy a less expensive scanner.

Advanced technologies such as control panels with integrated technology are easy to handle due to the handy access to operations. There is a wide range of products that are capable of scanning 1000 to 50000 documents per day. What’s apt for you depends on the large volume you need to handle and the time you have to do the job.

Along with high feeding capacity, your highspeed scanner must also have the ability to take in various sizes of sheets. Some scanners are designed so robustly that you can run them 24 hours a day without any issues and expect them to scan huge volumes of documents. The larger their capacity higher is their productivity as you need to load the paper less frequently. You should check all the below:

  • The pages per minute (PPM) capacity of a scanner is essential in deciding its speed. Higher PPM provides you ultimate productivity as they complete the job in no time.
  • Another vital feature to check for is the variety of paper thickness the scanner accepts.
  • Duplex scan ability in color gives you complete functionality as they can scan all colored documents in the required color and also process the document on two-sided in a single pass.
  • Image processing technology, image sensors, scanning quality, and software are essential factors along with the hardware of the scanners.
  • The higher the per day scanning capacity lower is the cost of consumables.
  • Optical character recognition (OCR) accuracy helps in making your scanned documents into searchable PDFs.

They can cost anything from $5000 and above up to a million dollars. Knowing the price, you might not find it interesting despite their outstanding features if you are not in serious need of one.

Before you decide on purchasing it or not, you need to weigh the possible cost cuttings and savings they are capable of in the long run. Also, eliminating the high-end features you do not require will help you keep your initial investment cost low.

These scanners are suitable for high volume daily requirement. However, if you have a one-time requirement and little patience and time, you have other cheaper alternatives. Apart from the other types of fast scanning devices mentioned above, you might consider the no-cost method provided below.

Google Drive App

Google drive document scanning app runs on your smartphone and utilizes your camera app. It is efficient on your android phones and has exceptional functionality. Its intelligent image processing software is capable of producing results similar to that of a real flatbed scan.

The process is as simple as opening the camera app and snapping an image of the document. Thus, captured documents are automatically saved in your google drive. The most exciting feature is its capability to generate multi-page PDFs by continuous scanning.

You can simply click and accept if the picture is right and then go on, adding more documents similarly using the plus symbol. You can tweak each document or accept or reject it in the process as you do for a single document. All these changes are stored and rendered as a single document when you finally output the PDF.

Process

Using the below process, you can scan documents quickly and easily using the google drive app.

  • Open the google drive app and in-home tab, find the plus symbol on the right bottom corner.
  • Click on it, and it shows various options along with an option to scan. Choose the scan option.
  • If it is your first time, you need to allow the app to access your camera.
  • As soon as you allow, you will land in the camera interface.
  • Focus and capture the document; the app will process the document and show you the result in a few seconds.
  • You can either accept it or reject it and click a new one.
  • Alternatively, if you accept the processed document, you will be shown options to edit where you can crop, rotate, or color the document.
  • All the captured documents can be saved as a single PDF when you capture them continuously using the plus symbol on the left.
  • Also, check the number below the document snap as it shows the number of scans made in sequence.
  • Click the save on the right, and these scanned documents will be saved as PDF to your google drive.

This method is handy when in a library, lawyers office, or similar situations where you need a quick scan of many documents.

Which Devices To Avoid?

All-in-one devices are attractive with printing and scanning capability using a low-cost machine. However, they can scan only a few thousand documents a month and cost a lot in terms of operation and consumables.

Based on how many scans you require per minute, say 10 to 20, then simple machines will suffice, but 50 to 60, then you will require professional scanners.

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