Are you concerned that a large format scanner might be too much for your office or a waste of money? If so — don't be. For many offices, the addition of a large format scanner can bring many benefits. Learn more about some of the ways one of these units can enhance your organization's productivity.
Minimize Paper Flow
A large format scanner helps improve paper flow in your office — more specifically, it greatly reduces paper flow. Paper documents are helpful, but when there are a variety of different people who need to view the documents or make changes to them, having a single paper document can slow down workflow, as only one person can access the document at once. Whether it's a contract agreement or a large area map, with a large format scanner, the digital file of the document is accessible by multiple people.
Variety of Format Options
Some scanners have limitations when it comes to the types of documents they can produce, especially when it comes to large scans. For instance, if you scan a copy of a map, you would need to transfer the file to a converter program in order to convert it into a PDF format. A great feature about these scanners is the fact that you can select what file format you want the scanned image to be converted to right away. As a result, whether it's a JPEG or a TIF, if you select a PDF format, the scanned image will arrive already converted.
Large format scanners are also very software friendly. In a large office, this type of feature is especially helpful. A software friendly system is one that allows you to send your scanned images directly to other software programs. Similar to selecting the file format, you can also include a destination selection so that the scanned images are automatically saved in a specific program. Many of these machines also offer email and fax options, so that you can send the scanned image directly from the scanner.
Some large format scanners also come equipped with built-in storage features. Units with this option have cloud-based systems that save a copy of each scanned document, whether you choose to fax or scan the document or save it to another software program. This additional storage feature is great because it serves as a backup, so in the event you have a data loss issue, you still have an additional copy saved on the scanner's system.
If you are on the fence about buying a large format scanner for your business, consider these benefits and how they will help you improve your productivity and services.