I often get asked this question so I decided to consolidate some of the compelling reasons organizations should consider dedicated network scanners:
Dedicated use device for scanning documents
• No need to wait for the copy machine to become free for use
• Versatile functionality without compromise of added complexity
• Advanced scanning functions performed transparent to user
• Ability to preview images before sending to destinations
• Simple operation easy to understand
A dedicated scanning device that seamlessly integrates within an organizations existing network infrastructure can be of tremendous value to enhance work processes. Network scanners benefit organizations by decreasing the complex nature, yet not comprising access to important functionality. From users of these devices to network administrators and business managers to basically an entire organization, businesses in a wide variety of markets are benefiting from network scanning.
• Access to scanning functionality is not hampered by other possible failures of a multifunction device
• Limited physical moving parts decreases likelihood of hardware malfunction
• Straight thru paper path design helps decrease possibility of document jams
• Network scanners inherit attributes designed for mission-critical document scanners
Organizations can only realize the true productivity enhancement of their IT investment when their systems are performing at peak performance. Disruption in the work process wastes time, costs money and causes frustration among employees and customers alike. Dedicated network scanners have been designed with the sole purpose of document scanning and, therefore contain the hardware and software attributes organizations expect which make them desirable in mission-critical business applications. Organizations of all sizes have sought the quality and reliability of single-function document scanners for years. For example, one of these intangible qualities which are sometimes hard to measure is lost productivity caused by a mechanical malfunction of a multifunction copier. Downtime for maintenance is simply not an option.
Ease of Use
• Eliminate complexity and provide simply operation with large touch screen
• Simple touch screen driven scanning operation eliminates specialized training
• In the unlikely event of a document jam, easy jam recovery without damaging documents
• Multiple language support
• Programmable job function buttons can perform repetitive tasks with the touch of one button
Large touch screen displays and integrated keyboards are two physical attributes which make digitizing documents with a network scanner simple. Similar to your on computer desktop at home which you may have customized with a particular look and feel, business users get the most value out of technology when they are familiar with the presentation of interfaces and have the versatility to customize screens. Network scanners adhere to this principal as well. For example, user state migration among devices presents the user with the same, consistent user experience based on their logon information no matter which device they decide to use.
• Image quality built on experience focused on document capture technology
• Paper path designs are careful engineered to excel at document handling including some with the capability of scanning plastic cards
• Document scanning technology hardware and software integration with specialize content management application providers
The quality of IT products typically is not appreciated until there are operational disruptions caused by failure such as a paper jammed in the device. Experience in developing feeding technology to efficiently handle documents of different shapes, sizes and weights have helped set dedicated document scanner vendors apart from other technology. Network scanners have inherited many of the qualities of traditional document scanners used in mission-critical applications and are bringing the opportunities of network scanning to organizations of all sizes. This focus on the importance of mission-critical scanning is evident in network scanners with specifically design features such as a straight paper path to reduce potential document jams and the ability to scan plastic cards through the document feeder. Additionally, the ability to preview images after scanning and before committing them to a destination is an example of a quality found in some network scanners.
• Restrict access to only authorized users with secure authentication
• User data such as username/password or image data does not reside on the scanner
• Data is encrypted on device to provide additional level of security
• No external USB port to hijack sensitive information
• Highly secure login authentication and transmission protocols (SSL)
• Lock-down job profiles to adhere to organization established policies
Whether it is for regulation, compliance or other reasons, data security plays a major role for network scanners. As a device that is ‘always on’ and connected to corporate networks, the risk of a data compromise of information has to be careful considered. From access to the devices themselves, or the manner in which information is electronically communicated to which level of functionality should be provided to particular users or groups is all functionality that organizations need to be thought through thoroughly. Network scanners provide these security features to assist organizations utilize devices in a manner which adheres to their specific established policies. The threat of data compromise comes in many fashions; not only externally but maybe internally and sometimes inadvertently, not maliciously.
Total cost of ownership
• Decrease deployment costs with remote administration tools
• Reduce ongoing maintenance costs with ability to push updates to devices from a centralized location
• Utilize existing network resources and systems to conserve budget
• Inexpensive and user replaceable consumables
Stretch your budget further using a dedicated network scanner through simple initial deployment of devices. Simply connect the scanner to the network then IT departments or network administrators can remotely configure and manage devices. No longer do organizations have to incur the expense or time consumed by having to send technicians on-site to setup devices. Additionally, on-going maintenance costs are drastically reduced by not having to replace expensive toner or fuser parts. Easily accessible user replaceable consumables provide a convenient way to keep the network scanner performing at optimal performance, yet decreasing the need for IT involvement.
Integrated for Business Process Improvement
• Direct connectivity to back-end systems
• Index values and metadata sent directly into Content Management repositories
• Database lookups for validation
• Image enable your Line of Business application with Software Developer’s Kit (SDK) development
Some network scanner vendors offer optional Software Developer Kit’s (SDK) where developers can create unique integration screens to be displayed on the touch panel. These integrations offer tight interoperability with business systems such as Enterprise Content Management (ECM) repositories, Line of Business (LOB) applications, Electronic Medical Records (EMR), Enterprise Resource Planning (ERP) and other third-party solutions. In addition, user interface screens can be created with a custom look and feel to fit corporate branding. An integrated approach to network scanning enables organizations of all sizes to image-enable their current software applications and offers the assurance of delivering images directly into back-end servers without the traditional high costs, aggravation and loss of productivity involved with other approaches.