Document Scanning Software, Equipment and Services

How to convert your paper and pictures to digital files
By Karen Kingsley, Boss Kingsley Ink For most of the work you do, a flatbed scanner is your best bet as it will be able to handle a variety of sizes and most media. It will scan documents and photos, as well as slides, film strips and X-rays (with attachments). If you need high-volume document scanning or high-end resolution, you will need to use a commercial scanner.

The factors that affect scanner quality are:

1. Color depth corrects for different exposures. Most scanners are at least 24 bits, but some will go as high as 48 bits or more.
2. Optical resolution affects image quality and detail. Good flatbed scanners will deliver 1600 to 3200 ppi (pixels per inch).
3. A higher-density range reproduces shadows and brightness details in one scan.

 

Get the right equipment

There's a fairly broad range of scanners available. Accurately determine what your likely volume of work will be. Where you publish or use scans will determine the resolution quality you need.
Try: Input your requirements at C/Net Shopper, Scan Store and Office Shop Direct and they will recommend the appropriate equipment.

Choose the right software

Most office software suites can handle very basic scanning needs. If you need to manipulate photos or optically scan documents, you may need supplemental software.
Try: The gold standard for photo manipulation is Adobe Photoshop. For very high-end document management, some good packages are eCopy, eDrawer and Nuance. Buyer Zone offers a broad range of products for a variety of needs.

Outsource your document scanning needs

If you have large amounts of paper or photos to convert to digital, you may need to outsource the job. Many suppliers scan high volumes of documents on-site.
Try: Some reliable providers are MicroMedia, Digital Documents and Lason.

Review your choices

Look to online resource for impartial reviews of electronics and software.
Try: C/Net Reviews, Review Centre, Consumer Search, Digital Imaging Guy and Splise are good sources for reviews of scanning equipment.

Get add-ons

Scanners don't require ink or paper, so there is no ongoing expense. However, depending on your needs, you may want to purchase add-ons upfront. These may include attachments for scanning film strips, slides or X-rays. Or you may need an automatic document feeder.
Try: Buy add-ons at MSN Shopping and NexTag.

• If you have minimal scanning needs, an all-in-one (printer, scanner and fax) might make sense. The quality is comparable to stand-alone equipment at the low to moderate end.
• Computer hardware is not necessarily disposable, broken or obsolete in a year. Take care of it and it should last.
• The connection between your scanner and your computer can affect transfer speed. USB 2.0 connections are adequate for most needs. When making a purchase ask about connection speeds.
• Infrared cleaning removes dust and scratches from film. Most scanner manufacturers provide their own solution. If you think you may need this, be sure to buy a scanner equipped to handle it.