Scanners

Types

• Flatbed scanner — glass bed for single pages, photos and bound documents. Slow but gentle on originals.
• Sheet-fed (ADF) scanner — feeds a stack of pages automatically. Choose it for high-volume office scanning.
• Book and overhead scanner — scans bound volumes and fragile records without flattening them.
• Large-format scanner — for engineering drawings, maps and posters.
• Portable scanner — small and USB powered for field work.
• Barcode and handheld scanners — for stock, billing and library use, a different category from document scanners.

What to check before buying

• Scanning speed in pages per minute and daily duty cycle for your volume.
• Optical resolution (300 or 600 dpi covers most documents) and colour or greyscale support.
• Duplex scanning, so both sides are captured in one pass.
• Maximum paper size and ADF capacity, plus ability to handle thin or mixed paper.
• Software: OCR, searchable PDF output and compatibility with your document management system.
• Warranty, on-site service, GST invoice and availability of drivers for your operating system.

Common brands include Canon, Epson, Fujitsu, Brother and HP.

Who buys them

Offices, courts and legal firms, hospitals, schools and universities, banks, archives, libraries and records rooms.

Frequently asked questions

How fast a scanner do we need for a records room?

For tens of thousands of pages, choose a duplex ADF scanner with a high daily duty cycle. Slower units will take weeks and wear out sooner.

Is 300 dpi enough?

For typical text documents, yes. Use 600 dpi for small print, drawings or photos.

Can a scanner make documents searchable?

Yes, with OCR software. Check that it supports the languages in your records, including Hindi or other Indian scripts if needed.