Personal and Business Scanners - Equipment for Digitising Documents

Bulk saving of documents and paper assets no longerAll-in-one scanners (also known as multi-function
means rooms filled with files and folders, orproducts) combine the functionalities of a printer,
transferring material to microfiche. Scanning solutionsscanner, copier and fax machine. All-in-one devices
have evolved and contemporary scanners haveare especially suited to small offices where the
advanced to levels where their use is revolutionisingrequired volume for data scanning is generally low
business processes. Scanners are capable ofand space is at a premium.
processing large volumes of documents automaticallyBenefits to business processes
in a quick and efficient manner without causing anyContemporary scanning equipment has a variety of
damage to the originals.features available for streamlining office procedures
The digital age demands that information and data beand projects. Easy user interfaces create greater
recorded and maintained electronically - sometimes infunctionality and enhanced settings, for example,
an electronic database to enable easy access andpre-programmed email destinations allow documents
archiving. Hardcopy documents (also known asand digitised data to be sent in an instant. Scanned
unstructured data) were previously only processeddocuments are automatically cropped and
through manual data capturing. Now, through thestraightened as they are scanned and can be
introduction of advanced scanning technology, opticalconverted into PDF and other formats. USB ports
character recognition and document managementallow for easy connections and transferral of digitised
software, this process is far quicker and requires lessdata.
manpower.The use of document scanners with optical character
Types of scanning equipmentrecognition allows the processed documents to be
Modern scanners offer customised solutions to bothsearchable and indexable when stored in conjunction
business and personal users. Scanners includewith management software. These features enable
sheet-fed, flatbed, desktop, enterprise and all-in-onebusinesses to speed up operations because the
devices. The majority of scanners can process A4 orindexing and easy search functions mean that
A3 documents in either simplex or duplex format.documents are easy to find. Storing scanned data in
Simplex scanning captures only one side of a pagean electronic document management system
while duplex scanning captures both sides. Specialised(database) makes finding data a simple
scanners can accommodate varying document sizes;and effortless procedure. Document management
from passport photos to A0 size maps and othertechnology ensures that information is well managed
large documents.and accessible via a customised network or web
Sheet-fed scanners and flatbed scanners processinterface. Faster procedures save time which can
information from loose paper and books. Loosethen be spent assessing client work and creating a
documents are loaded in bulk into a sheet-fedbetter service structure.
scanner’s tray and are processed automaticallyScanning solutions at the 2009 South African national
by the scanner, eradicating the need for manualgeneral elections
paper feeding. Ultrasonic sensors detect double paperAn example of the ability scanning software has to
feeds. Scanning is stopped or an alarm is sounded ifaid document management is the 2009 national and
two or more sheets of paper are fed through theprovisional general election in South Africa which was
scanner, ensuring that there are no duplicate copies,held on 22 April 2009. The Independent Electoral
missed pages or paper jams. This in turn allows forCommission (IEC) was required to process the ballot
speed and efficiency. Flatbed scanners are used forpapers from more than 20,000 voting districts around
items such as books, identity documents and photos,the country. The IEC used scanners and scanning
ensuring that scanned documents are clear and highsoftware to assist them in reaching an accurate
quality. Combinations of sheet-fed and flatbedresult in a short period of time.
scanners are also available as a more economicalBallots were allocated unique batch numbers for
solution to those with varied scanning needs.particular voting districts. Once the voting stations
Desktop scanners are small in size, yet can be usedclosed, the ballot boxes from the voting districts
to process large amounts of information, all from awere sent to 297 counting stations situated around
desktop! Models are available in high, medium and lowthe country. After being sorted and counted, the
volume capacity, meaning that a desktop scanner isresults were recorded on a results slip for each
available to meet most scanning needs. If scanningdistrict which was then signed by an auditor and
requirements are generally low, a business canparty political representatives. The results slips
economise by purchasing an affordable low volumecontaining the specific district batch number were
scanner. Scanners can process documents at a highscanned to make digital backup copies.
speed, with high volume scanners able to process 40The data was processed and indexed through the
o 60 documents per minute. Even low volumeuse of customised character recognition software in
scanners can process approximately 20 pages percase batches of ballots were lost. This also proved
minute.that votes were counted. After indexing, the result
Enterprise scanners are used by large organisationswas converted into a small file and sent to the IEC
to process large volumes of documents on a dailyResults Centre immediately. The data was also sent
basis - or to handle unique scanning requirements.to an IEC database for storage. This made the
Companies are able to link network scanners (a typecollation of the election results far easier to complete
of enterprise scanner) to a network for emailin a very short time.
distribution of data, allowing for quick circulation andBusiness scanners have become a necessity for the
access to information. The scanner's networkefficient management of large volumes of
connection also allows scanned data to be saved to aunstructured data and allow for any document to be
database which is accessible through a server,scanned and converted into digital data, whether in
enabling quick and easy access to information. Digitalbook format or loose documents, small photographs
copying is possible with a network scanner that hasor large images. Business processes can be executed
been linked to a printer. This eradicates the need forin shorter time frames with greater success. This
expensive photocopy machines. Specialised scannersallows for better client service and improved
afford unique capabilities such as small document sizecustomer satisfaction.
scanning, portable scanning and book scanning.