Key Questions to Consider When Choosing a Tax Document Scanner
Posted by Ed Jennings on Thu, Oct 01, 2009
Sarah Smith from Fujitsu guest blogs on how to choose a scanner that best suits your office environment:
This article is designed to help you ask yourself the right questions when you are in the market for a new document scanner. I hope you find it helpful!
Key Questions to Consider When Choosing a Document Scanner:
- Do I need to scan both sides of a document? If so, you’re looking for a duplex scanner. A simplex scanner scans only one side of a page. A duplex scanner scans both sides at once. This distinction can make a significant difference in maximizing the time-saving benefits of the scanner you choose.
- Do I need to scan multiple documents at once? When scanning tax documents, you’d ideally like to be able to throw a stack of documents into the scanner, hit scan, and voila! You’re done. In this case, you’re looking for an Auto Document Feeder (or ADF) scanner. Fujitsu ADF scanners can scan documents ranging from 2”x3” to 12”x18” in length and from 11 to 56.2 lb. in weight (standard printer paper is weighted at 20 lb. per 500 sheets). If you are scanning anything thinner than tissue paper or thicker than an embossed credit card—or if you often like to scan pages out of books or periodicals—then you probably want to consider a scanner that has both ADF and flatbed functionalities.
- What speed should I be looking for? Scanners of today range in speed from 10 pages per minute (that is 20 images when scanning both sides) to 120 pages per minute. Focus on the speed of the scanner when scanning at 300dpi in black and white. This is the optimal setting for scanning tax documents, and therefore the setting you will be using most.
- Am I scanning documents into a specific software application? Many software applications cannot communicate with scanners unless the scanners are TWAIN or ISIS compatible. TWAIN and ISIS are standard drivers that basically tell the hardware (your scanner) how to communicate with the software you’re connecting to. If a scanner does not specify compatibility, do not assume it is TWAIN or ISIS compatible! More likely than not, you will be left with an incompatible scanner.
- How many documents do I intend to scan per day? Are you scanning less than 2,000 documents per day? If so, then you are looking for what we call a workgroup scanner. These scanners are typically small in size, yet still fast and powerful. Their small size allows them to fit easily on a desktop, so the primary user doesn’t need to get up from his or her desk to do the scanning. If you are scanning between 2,000 and 4,000 documents per day, we recommend you consider a departmental scanner. Departmental scanners are still usually small enough to sit on the desktop, but work at a much quicker pace. Because of their speed, they can even be set up in a centralized location for multiple users to access.
- How much should I expect to pay for a quality document scanner? Workgroup scanners are typically priced between $800 and $1,200. Departmental scanners range between $1,500 and $2,000.
As you can see, there are several factors to consider when deciding which scanner is best for your firm. Rest assured that, though there is a lot to consider, there are people here to help you! If you have any questions around finding a device that is right for you—or any other questions specific to Fujitsu scanners—please contact the Fujitsu Pre-Sales Support Team @ 888.425.8228 or email them @ fujitsu_inside_sales@fcpa.fujitsu.com.
Where do I go from here?
Now that you know what to look for, here are a few options from industry-leader, Fujitsu, for you to keep in mind when shopping around:
Workgroup Scanner: An ideal workgroup scanner is the Fujitsu fi-6130. This is an ADF, duplex scanner that can scan up to 30 pages per minute (60 images per minute, both sides) at an image resolution of 300dpi.
Departmental Scanner: A great departmental scanner is the Fujitsu fi-6140. This is an ADF, duplex scanner that can scan up to 40 pages per minute (80 images per minute, both sides) at an image resolution of 300dpi.
Both of these scanners are perfect for tax document scanning, and can be purchased at a special Copanion discount from Fujitsu premier partner, 1st-in-Scanners.
