Scanners are a critical piece of equipment for all businesses

By Raees Sallie, Product Manager

Any office that wants to be efficient and secure needs to have the right equipment in place. However, while most immediately think of servers, computers, and other high-end hardware, too many overlook the humble scanner.

In a digital world, scanners have become a key element of any office solution, enabling effective document management, more sustainable practices, and a more secure workplace in general.

This is for several reasons, but in a nutshell, having too much paper around causes hassles. Scanners are important for a number of other reasons too:

• They help to lower costs. By limiting the number of "backup copies" a company needs to print, the amount of space they need to store filing cabinets, and the number of hours employees spend looking for files they need, a business can save a fortune.
• Scanners enhance a company’s security. A business can take many measures to secure its digital files, such as encryption, password protection, data leakage protection (DLP), two- or three-factor authentication, and many more.
• They help to make workflows more efficient. Digital records are far easier to find, share, and update from any device, and at any location.
• Scanners save time. With a good scanner, common document storage problems are resolved. Images and photographs can easily be preserved, and documents can be found with a simple keyword search, at the touch of a button.

Covered in this article

A scanner for every business
Outstanding innovations
Scan in a single touch
Saving the IT team time

A scanner for every business

For all these reasons, scanners are perfect for users that need to capture a range of paper sizes, from as small as a business card or receipt, to medical records and invoices, and even large-scale documents, or long documents consisting of many pages.

Luckily for businesses in every industry, HP has a range of ScanJet scanners that offer advanced features at an excellent price, without compromising either speed or quality.

Users are able to easily and quickly transfer scans into editable text, encrypted PDF files, and more, using built-in Optical Character Recognition (OCR) and zonal OCR. In addition, they are able to handle large volumes at lightning speeds, of up to 100 pages per minute (PPM), or 200 impressions per minute (IPM).

Moreover, HP’s FutureSmart firmware architecture can be scaled across devices and enhanced over time with new features.

Outstanding innovations

To help prevent multiple pages from being picked up at the same time, HP introduced its EveryPage technology. In addition, if multiple pages are pulled through for any reason, this is detected using ultrasonic sound waves. The feeding will stop and the scanner notifies the user. To save time and hassle, scanned pages remain in memory, so users do not have to start the scanning process from the beginning.

Furthermore, with the touch of a button, users are able to create up to 17 different file types, including ePub 3.0, HTML 4.0, Microsoft Excel, PowerPoint, and Word, PDF, RTF, Text, Unicode Text, WPD, XML, XPX, and others, all of which can be stored and saved directly to a folder or third-party application, attached to an email, or sent to cloud storage.

The company’s sheet-fed scanners boast a small, slim design for today’s modern offices, as they are ideal for the desktop. In this way, users don’t need to have a lot of space to gain all this functionality and more.

Scan in a single touch

Another fantastic feature of HP scanners is that the software lets users scan with a single touch, capture text with OCR, create custom shortcuts, as well as harness all the benefits of automated processes that simplify and improve workflows.

In today’s distributed world, HP’s scan-to-cloud capabilities make it simple to capture and send information wherever users need it. They can even send to a wide range of destinations at the same time.

Other groundbreaking features include:

• For additional protection, users can include a digital signature in a PDF file or apply a digital stamp to each scanned page.
• With full-featured TWAIN and ISIS scanning protocols included, users are able to scan images directly into popular applications without having to open another program.
• HP scanning software allows users to select from a number of scan profiles with preconfigured settings.
• Profiles can be created or edited where common scanning scenarios exist.
• The profile can then be run at the touch of a scanner button without the user having to launch any additional software.
• HP scanners are created with simplicity in mind, from setup and use, all the way to replacing parts.

Saving the IT team time

It’s not only users that benefit from HP scanners, as these devices help the IT team save time and hassle too. HP scanning software is designed to be quick and easy to use and all the company’s devices integrate easily into the existing software tools that users are already familiar with.

In addition, IT can manage these scanners with the same user-friendly management tools as other HP devices in the office. Similarly, replacing the rollers or other parts on HP scanners is both simple and intuitive. Unlike competing devices that need trays or panels to be taken off and set aside, the only parts IT needs to remove are the parts they have to replace.

Through Tarsus Distribution, HP has a scanning solution to meet every need.