There’s one key takeaway from the increased adoption of hybrid and at-home workforces in the business world—access to information is critical. In-office and remote professionals require interconnected technology solutions in order to safely and reliably retrieve and share the information that’s critical to smooth, seamless daily operations.
The past year and a half has proven just how important it is for employees to have access to pertinent documents and files, regardless of the employees’ location. And it’s the document scanner that serves as the bridge between paper documents and electronic files. Coincidentally, document imaging solutions with software for scan-to-email and scan-to-cloud functionalities have seen an increase in demand, perhaps more than ever before.
Employees charged with managing and processing documents on a daily basis must have the ability to quickly and efficiently merge hundreds to thousands of paper-based documents into an accessible digital system. While the capture solution is multifaceted, the document scanner is really a means to an end—a solution to a business problem. Ultimately, businesses need solutions that encourage or facilitate productivity and allow them to focus on driving big-picture initiatives.
Comprehensive Compatibility
An integrated hardware and software solution is paramount for any business to operate effectively. It’s no secret that, regardless of the sector or size, businesses want to implement solutions that are simple to deploy and manage while integrating within the existing workflow.
Product development and marketing in the scanning industry has seen a major focus on ease of use, both for standalone options as well as those that integrate into an existing ECM system. Because seamless integration between document scanning hardware and software is critical for the wide range of end-users, manufacturers work closely with leading third-party software companies to ensure drop-in compatibility into existing workflow. Some of the top-of-the-line document scanner solution providers also offer TWAIN and ISIS drivers, which allow integration into open and proprietary software systems. This offers businesses the option to quickly and easily incorporate new scanning hardware into existing operations, as well as future-proof operations to scale with more hardware or expansion of services.
It’s likely that the industry will continue to see increased demand for hardware and ISV integrations as companies gradually make the move to ECMs.
Dedicated Document Scanners
The last 18 months has also proven just how important dedicated scanning solutions are. This holds true for remote and hybrid workforces when away from the office as well as in-office employees who must physically distance and minimize touching surfaces of shared equipment. Technology has become a requirement not only for day-to-day operations, but also to help ensure employee safety.
For the person who scans hundreds to thousands of documents each day, moving from a desk to the large departmental MFP can be cumbersome, potentially wasting time and inviting errors by way of dropped files or documents shifting out of order during transport.
Features and Support
Regardless of the type of business or sector, there are a few key features integral to success for both dealers and end users. At the forefront is reliability—customers want assurances the technology solutions they invest in will deliver right from installation and into the future. In the off chance there’s an issue with a unit, customers want to know their dealer has a backup plan to ensure business will keep running. After all, downtime can result in lost revenue, time and productivity. A trusted manufacturer will offer warranties and next-day delivery to support both the channel and end-users.
Support is also paramount. A manufacturer that invests in its partners and provides outstanding service to its dealer community proves to hold long-term value.
A Specified Solution
As a value-added reseller, having a broad lineup to address different businesses’ needs is essential. From mobile scanners for on-the-go professionals or low-volume jobs with limited desk space, to high-volume workgroup scanners for fast-paced offices, having access to a wider portfolio can allow dealers to cast a wider net.
Understanding a customer’s exact needs and the segment’s particular challenges and requirements is crucial for placing the right product. It’s important for dealers to have a range of reliable, tailored solutions that solve pain points while keeping cost in mind.
For example, state and local government agencies typically benefit from dedicated document imaging solutions with built-in networking capabilities to maintain the integrity of infrastructure for scanning, uploading and sharing secure content. “Quick send” buttons for PC-less scans direct from the scanner to a destination are also beneficial to these government customers with high-volume scanning needs and a focus on data security. When it comes to the right scanner for the job, regardless of the application, budget-conscious SMB clients or government agencies with more scrutiny on expenses shouldn’t have to compromise reliability or features for cost.
Document scanners with higher paper capacities are key for some use cases, such as service bureaus, to minimize paper loading frequency and deliver fast scanning speeds. In the same vein, because service bureaus typically take in a variety of document shapes and sizes, large-format scanners that can accommodate long invoices or multi-page documents are common solutions.
Adopting a robust document scanning approach is a must-have to operate efficiently and effectively in today’s business environment. Implementing easy-to-use hardware that works seamlessly within an existing workflow—making digital files nearly instantaneous and accessible to all employees, regardless of physical location—can make all the difference in productivity and employee satisfaction. Integrating solutions from an innovative technology manufacturer and partnering with a trusted channel dealer that can offer a wide range of options and top-of-the-line support ensures the ability to meet any document management challenge.
