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Posted by on Apr 1, 2014 in Organization Ideas | 5 comments

The Top 5 Document Scanners for Small Businesses

The Top 5 Document Scanners for Small Businesses

If your small business is ready to go paperless, you’re going to need a powerful document scanner to take you from hard copy-zero to digitized hero.

Some of the best digital scanners available today are single-function scanners that are designed specifically to turn documents, receipts, and business cards into editable, exportable, searchable data.

If you’re serious about going paperless, one of those dinky, multi-function scanner/printer/fax hybrids just won’t cut it. Top scanners are able to:

  • Detect document size

  • Scan large stacks of documents at once

  • Scan multiple pages per minute

  • Digitize data into exportable formats

  • Scan to third party programs like Shoeboxed, QuickBooks, and Google Drive

Here are our top 5 document scanners for small businesses that are in need of some serious scanning power.

1. Fujitsu ScanSnap S1300i

The Fujitsu ScanSnap S1300i (pictured above) is Fujitsu’s smallest, lightest, most powerful multi-page mobile scanner. Weighing in at just under 5 pounds, this model is perfect for business travel and off-site projects that require the power and efficiency of a desktop scanner without the bulk.

Mac and PC users can scan color and grayscaled documents at lightning-fast speeds – up to a dozen double-sided pages per minute. The ScanSnap intuitively detects the size of your paper document, making it easy to scan everything from business cards to bank statements.

In addition to allowing you to create one-click, searchable PDF scans, the ScanSnap makes it easy to scan to a variety of different cloud-based programs, including Evernote, SugarSync, Dropbox, Google Docs, and Salesforce CRM.

2. Visioneer Strobe 500

The Visioneer Strobe 500 Mobile Duplex Color Scanner with Docking Station is a multi-function scanner that serves as a powerful desktop unit and a lightweight travel scanner.

When used within its docking station, the Visioneer Strobe rivals the most powerful desktop scanners in terms of scanning speed and document feeding. But when business travels calls, this 7-pound powerhouse can be easily ejected from its docking station and used on-the-go thanks to its USB functionality.

The Visioneer is slightly heavier than the ScanSnap, but with an extra 3 pounds of weight comes additional scanning power: the feeder holds up to 20 documents at once and can scan up to 30 images per minute.

Another great function of the Visioneer is its ingenious function settings. By adjusting the settings of each button on the scanner, you can instantly scan documents to pre-set locations such as email, a specific folder on your computer, or your favorite web publishing program.

3. Xerox DocuMate 3115

The Xerox DocuMate 3115 is one of the most flexible scanners on the market. Whether you’re digitizing business cards or oddly-shaped photos, or working in the office or on the road, the DocuMate has you covered.

Like the Visioneer, the DocuMate comes with a docking station that lets you easily convert the desktop scanner to a mobile scanner. Its extra USB cable makes it possible to power the scanner without an AC adapter, making it easy to scan from absolutely anywhere.

The DocuMate also comes with Visioneer OneTouch software, which makes exporting scanned documents a breeze. There are 6 settings preconfigured for popular applications, but each one can be easily customized.

The best part? The DocuMate is able to deliver digital scans to just about any application in existence, as well as any device – scan documents to your hard drive, a cloud-based app, your smartphone, or your tablet.

4. Kodak ScanMate i940

The Kodak ScanMate i940 scanner is lightweight, functional, and USB-powered. Although it’s meant to be primarily a desktop scanner, its weight (5 pounds) and USB capability make it another surefire bet for scanning off-site if need be.

The ScanMate specializes in scanning every shape and size document – even plastic ID cards, embossed cards, and over-sized paper.

SmartTouch and NewSoft Presto! Bizcard software make it easy to manage contacts and sync business card scans with existing contact records.

You can also edit scanned images with power that rivals top image editing software – rotate and crop photos, adjust contrast and brightness, and take advantage of Kodak’s Perfect Page software to perfect each and every scan.

5. Xerox Mobile Wi-Fi Scanner

The Xerox Mobile Wi-Fi Scanner is a wireless, cordless, battery-powered scanner and the quintessential device for business travel and mobile scanning.

At just 2.8 pounds, it’s the lightest scanner on our list, with a design that’s managed to retain a fair amount of power even when compared with the larger desktop scanners.

In addition to being completely wireless, the Xerox Mobile scanner is able to scan up to 6 full pages per minute. That’s not quite as powerful as the Visioneer in terms of speed, but what this model lacks in power it makes up for in portability.

You scan up to 300 documents on a single battery charge,  and use the included Eye-Fi memory card to instantly beam scanned documents to any device or cloud-based application.

The wireless technology allows you to sync up to 32 different networks with your device. Any time you’re within range of one of those networks, all of your scanned documents are instantly sent to the destination of your choice.

All 5 of these document scanners are fantastic choices for small businesses looking to go paperless and turn hard copies into digital data.

When deciding which scanner is right for your company, prioritize in terms of power and portability. Do you need to scan large stacks of documents quickly? Then the Visioneer Strobe 500, Xerox DocuMate 3115, or Kodak ScanMate i940 might be best for you.

Are you constantly on the go and need to scan documents remotely? Then the Xerox Mobile Wi-Fi Scanner or Fujitsu ScanSnap S1300i might be best for your small business.

Which document scanner are you currently using in your office?

Image via Amazon

Affiliate Disclosure: Some links in the article above are referral links and we may receive compensation for sending you the way of these scanning companies.

  • http://stevenwb.postach.io/ swbuehler

    I use a VuPoint Solutions Magic InstaScan on the road. Scans to single-page auto-sized JPEG or A5 PDF, runs on 4 “AA” batteries for a few weeks to a month.Can be connected to a Windows machine via USB with provided software to scan directly to a computer. I recently switched over to OneNote and JPEGs are easier to embed (and view later) than PDFs that have to be “printed” to the application driver (and if you’re on a mac, you’re S.O.L. with PDFs in OneNote, since only the Windows and web versions of OneNote can currently open embedded files).

  • Emily at Shoeboxed

    Thanks for sharing! I don’t have much experience with OneNote since I’m a big fan of Evernote. Are there any features you really like about it?

  • Wilson E. Stevens

    I have a Fujitsu ScanSnap S500 that I have been using for a number of years now. As far as I know it is still in working order, but I haven’t attempted to hook it up and attempt to scan to Evernote yet. What I need is a scanner that will allow me to scan a 9-inch by 11-inch or larger page to a PDF, or to Evernote. Any one know of one that isn’t to expensive?

  • Joshua Laymon

    I recently purchased the Canon p-215 portable scanner and it is amazing. it cost $199 so it is pretty reasonable to purchase. The software lets me easily send documents to evernote with just the press of a button. I scanned over 2000 sheets and organized them in just a few hours of working with it.

  • Emily at Shoeboxed

    That’s awesome!