Most modern MFPs (multifunction printers) include the capability to support network scanning in their base applications. Using simple scan to email or folder systems they make it possible for users to convert paper documents to images usually in PDF format. This capability provides many benefits to users however the basics can often not be enough to make the systems efficient for frequent work.Read More
Office Document Strategies Blog
One of the great benefits of technology available to businesses today is being able to automate what was commonly a routine process which in a manual paper based world has taken extra time.Read More
Topics: workflow processes, running costs, cloud computing, Scanning, document filing, document storage strategy, software tools, business processes, paper filing, Paperless office, Less paper office, digital tools, AP Automation
When I started in the Document Management field the common term for the practice of capturing paper records and converting them to digital images was simply document imaging. While the process involved in doing the conversion seems pretty simple in today's terms back twenty some years ago it was seen as a miraculous change in office environments.Read More
We are always looking for useful information we can share with readers to help them better operate their equipment and take advantage of the capabilities that office technologies provide. Sometimes we come across information from other industries sources which we trust that provide good solid ideas. This blog is one of those and I am pleased to repost a piece that was written by a colleague from New Jersey who is one of the best and most experienced advisers I have dealt with.
Five Tips For Better Scanning With Your Copier
"Right before I left for a trip to Texas, I received an order from a net new customer for the replacement of their old digital copier for a new digital copier.
When I opened the pdf that contained three pages I saw that the quality of the scan was poor, so poor in fact that it looked like the document had been faxed.
For those of us in the industry, we know that scanned documents especially lease documents need to be readable. Poor quality scans will not be accepted by the leasing companies.
Thus I thought I would post these tips of how to scan higher quality documents from the scanner with your copier.
- Increase the resolution from the default of 200 dpi to at least 300 dpi. The higher resolution will result in a larger file size, but the document will be sharp, crisp and readable.
- Check to make the colour scanning enabled. This will enable the scanner to scan both black and colour documents in a single scan.
- If your document is two sided, enable the two sided scanning option. Thus, you'll only have to scan the two sided document once.
- Your copier may have an additional feature called 'blank page detection'. Enabled blank page detection will automatically delete any and all blank pages. This is especially useful for two sided documents that may have a blank back side page at the beginning and end of the document.
- Enable the OCR detection. This means that every word on a page is indexed. Thus, when you open the scanned pdf document you'll be able to search that pdf document for a certain word, phrase, number etc.
More and more businesses are relying on scanning documents instead of copying them and saving paper based files. That's a good thing, however many are not checking these documents for the quality of the document once they have been scanned.
Some copiers will allow you to preview the scanned pages before you scan the document to any location on your network. This one feature can save countless hours of scanning because the original documents were not scanned at high enough resolution (dpi).
Do your homework and ask questions from the rep. The reason for asking the rep is because many of these additional scanning features may not be on the manufacturer's brochure, in addition, they may not work the way you think they would work. Do the research and find a quality rep who knows their system inside and out."
The above article was written by Art Post, and experienced office technology specialist in New Jersey who frequently writes and comments on the industry, its practices and products. Art's material can be found at The Print4Pay Hotel Blog.
We hope you found these tips useful and happy scanning.
AIIM the association of information professionals has recently completed a research study looking at the progress that is being made in reducing paper processes in offices.Read More
Scanning is a popular tool in most businesses. There are several ways to attack the need for scanning and each has its purpose and benefits. One of the methods which often gets over looked in the office due to the preponderance of network scanning tools around is desktop document scanning.Read More
One of the things that often happens when office equipment leases come to an end, or when older equipment is being replaced, is a simplistic replacement process gets used. This can be a mistake if the time is not taken to step back and do a process review to ensure that the replacement optimizes the potential for business gains.
I have observed over the past fifteen years that the daily life of a copier technician has undergone a significant change. These critical customer support people have seen more change in their careers than in most industries. In the copier/mfp dealership I have been involved with there is a team of very experienced and long serving technical experts who daily respond to clients and solve their issues.
One challenge that is often not met by small sheet fed scanners is the ability to capture images from books and magazines or other bound materials. This new unit from Fujitsu targets just this issue (for video and other reviews please scroll down).