How to pick an office document scanner?

[billwagnon]

We are going paperless to the extent we can and are looking at office desktop document scanners. The brands we can choose are

Canon
Fujitsu
Xerox

There is some information that expensive rollers need to be replaced from time-to-time on some brands, but I can't find anything concrete about that on the interwebs.

Cost can go up to about $5000 but we need a couple of these. I'm looking for reliability and ease of use.

Any ideas? How do you research something like this?

[chuckr]

The Fujitsu would be the best of that bunch.... do not overlook Kodak. I service these type
of scanners and have for 15 years. Web sites like CDW are a good place to look. Rollers do
need to be replaced. The frequency depends on usage and media being scanned. Cost is
hard to pin point, but $300.00 is in the ball park for parts/labor. Speed and document size
are common factors in selection. Kodak has local in house service for most models, Fujitsu
has dealer service, which in your area should be local. For the most part they do not require
major service... the feed rollers and a good cleaning once a year or so tends to be the norm.
I service the larger scanners... they start around $20,000.00 but I an somewhat familiar
with the smaller ones. Hope this helps and good luck in the new year !
Chuck

[charlesbahn]

If you are going paperless you need the very best and most reliable scanner you can get. Speed and autodocument feeder reliability are key. I looked into this for a medical practice and went with a Kyocera Mita, and have been very happy with it. It scans and sends to the computer and will simultaneously email and/or fax the document automatically at the same time (for off site backup purposes). I also went with a full service contract for fast onsite service and all supplies. It is a "big box" machine that also prints and faxes. All of the information flow through the office is now through this machine. If you really go paperless, the machine will become the central component of your information processing and storing and will become as indispensable as your phone system. Don't go cheap. The reason I went with this is three fold-

1. I previously used a Kyocera and never had any service issues over a 5 year period (no service contract, but used it only as a volume copier).

2. The scanning speed is really important- this sucker will scan a large medical record (100 pages or so) through the ADF and send it in PDF (or other) format directly to a networked computer and simultaneously to an email address in about a minute.

3. It uses a twain driver that allows me to scan records and link them automatically into my office database. Not all drivers for the "Big Box" scanners will work with other third party databases that you may want to link your scans to, without other intermediate steps.

I highly recommend it. I dealt with James Ruley of One Source 800-875-8843.

Just my .02- good luck

Charles

[Rikao4]

how many pages a minute are you looking for...
wife doing a project for local Hospital...
one machine = scans 200 pages a minute..

Rika

[billwagnon]

We're starting off just a couple desktops - we don't produce a ton of documents. Right now I'm leaning towards the Xerox Documate 262 just on price <$1000, we need a couple, and we aren't going to use them 24/7.

[charlesbahn]

Originally Posted by billwagnon

We're starting off just a couple desktops - we don't produce a ton of documents. Right now I'm leaning towards the Xerox Documate 262 just on price <$1000, we need a couple, and we aren't going to use them 24/7.

BTDT. If you rely on the automatic document feeder, as you will more and more, you will be lucky if if makes it a year, probably just outside of the warranty. Ask me how I know. In my experience, the document feeder is the Achilles heel of most scanners if you need speed and a lot of documents. If you have so few documents you can afford the man hours to scan them one page at a time, or replace them (the scanner) about yearly, the less expensive models will probably be fine.

If you really are planning to go paperless, in almost any business you will be amazed at how much scanning there is, and how convenient it can become. Storage becomes simpler and cheaper, and sending digital copies to multiple sources is a snap. It is better to plan to do it properly from the start and use the right equipment.

With a really good scanner, and service support, one machine might service several users better and more efficiently than multiple less expensive (disposable) units. In my particular business setting, leasing rather than purchasing, was attractive since at the end of the lease term we will probably trade in for a new and more modern machine at the same rate in five years. The lease cost of our current machine is the same as the cost of just the copier that we replaced. Obviously different businesses will have different requirements-

Again, just my .02.

[ruf-porsche]

Should consider leasing since the machines will be obsolete in a couple of years and you can stay current with the NEW TECHNOLOGY by leasing instead of buying.