Recommended document scanner?

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May 25, 2009 12:56 pm

What high speed document scanners have you guys have good experience with?

 
I would like to keep it under ~$1000.
May 25, 2009 1:48 pm

I really liked my Xerox multi-function.  Absolutely ZERO problems with it.

 
If cost is your main concern, you can pick up an HP 8250 scanjet (with ADF) off of ebay for around $100 including shipping.  Used to retail for around $1,000.  Compare it to the current 8270 Scanjet.
May 25, 2009 3:24 pm

Our practice uses a ScanSnap from Fujitsu. Excellent unit, no problems.



We integrated it into our paperless office system.



Cheap... I think around $400





ScanSnap through Amazon



C

May 25, 2009 4:47 pm

Can anyone chime in on the difference between a dedicated scanner like the one mentioned from Fujitsu, or any other for that matter? I just picked up an HP 8500 all in one printer/copier/scanner/fax, for $279

And can someone explain how a paperless office works, down to the fundamental question of what it is and what it means? I am guessing that the scanner allows you to set up folders on your desktop, (i.e. client folders, etc) and scan docs into each folder? Am i correct? And if i am, then i guess you need a backup device as well?

Educate me.

May 25, 2009 5:26 pm
Sportsfreakbob:

Can anyone chime in on the difference between a dedicated scanner like the one mentioned from Fujitsu, or any other for that matter? I just picked up an HP 8500 all in one printer/copier/scanner/fax, for $279

And can someone explain how a paperless office works, down to the fundamental question of what it is and what it means? I am guessing that the scanner allows you to set up folders on your desktop, (i.e. client folders, etc) and scan docs into each folder? Am i correct? And if i am, then i guess you need a backup device as well?

Educate me.



Well....Can you explain the difference between educating you?

May 25, 2009 5:30 pm
Sportsfreakbob:

Can anyone chime in on the difference between a dedicated scanner like the one mentioned from Fujitsu, or any other for that matter? I just picked up an HP 8500 all in one printer/copier/scanner/fax, for $279And can someone explain how a paperless office works, down to the fundamental question of what it is and what it means? I am guessing that the scanner allows you to set up folders on your desktop, (i.e. client folders, etc) and scan docs into each folder? Am i correct? And if i am, then i guess you need a backup device as well?Educate me.





First, anyone going through the motions of scanning everything should have an appropriate documentation storage system... not just a bunch of folders on your desktop. It won't give you a fraction of the capabilities of an electronic storage system, and it will waste your time.



Paperless office system - You scan all your documents, and have the ability to categorize them by major classifications: Client, Firm Business, Compliance (as an example). Then, you classify each document by a sub category like:



fax-incoming

fax-outgoing

correspondence-out

correspondence-in

new account documents

LOA

Legal Documents - Trust

Meeting notes (generally handwritten)

On and on so it matches the types of documents you have in your practice.



.... and then those documents are assigned to a client 'folder' - John and Nancy Smith.



You scan the document, categorize it, place it in the appropriate client folder, and then you are complete. You can search by document date, client name, content or document description, or even a phrase IN the document (like a symbol). You eliminate the need to keep paper copies of everything. You can even save electronic non-scanned files (such as PDFs) that you might like to keep in the client folder for future reference.



Your scanner is just the beginning - I'd highly recommend the use of a document imaging system, and again.... NO you shouldn't just use a bunch of folders you created on your hard drive... it's a total waste of time.



We do a backup each morning of our database, and store it in our fire proof safe. We had an I.T. firm set us up with a backup system. Just put in the drive, and the rest is done each morning for the following day.



Dedicated scanner is used just for purposes of your imaging system... We also have a combination copier, scanner, fax, but prefer just to use the dedicated scanner for our document system, and leave the rest up to the copier. You can use both, but with costs as they are, it's not a very expensive option to keep a dedicated scanner. A copier, scanner fax for $279 just sounds a bit too cheap for a high volume office environment, and I do believe that for some office equipment, you get what you pay for.



A paperless office environment is most certainly worth it, hands down. Period. We have clients that drop off their other financial documents (old tax returns, etc.) so that there is an archived version at our firm... makes them feel good that there is another copy held on their behalf of things they don't want to lose, but don't want to keep in a paper format forever. Another good service to offer your clients.



That's the way we handle our document requirements - very easy to use.



C

May 25, 2009 5:31 pm

Cap, that looks good except that it doesn't look like it's a network scanner.  Do you just connect it to your server instead?

May 25, 2009 5:45 pm
Indyone:

Cap, that looks good except that it doesn't look like it's a network scanner. Do you just connect it to your server instead?





What do you mean by a 'network scanner'? Our scanner is connected to the front desk computer. The document is scanned, and then is placed into the server's 'Scan Files' folder for future classification. After it's classified it's now archived in the document system that all members of our firm can access.



It's a great system.



C

May 25, 2009 5:54 pm

Do you just use a CRM program for document storage or do you also use a document imaging system - like Paperport?

May 25, 2009 6:03 pm
Ominous:

Do you just use a CRM program for document storage or do you also use a document imaging system - like Paperport?





Here's what we have: CEO Image I'll admit... their website is totally, and completely terrible. But, their software is easy to use, very cost effective, and they are excellent in terms of customer service.... excellent. This is a firm that shouldn't be a 'book judged by it's cover'.



Here's where we are going: We are adding Junxure within the next few weeks as our dedicated CRM. This interfaces with our document management system (CEOImage), AND it also interfaces with our performance reporting system (Black Diamond). At that point, everything will be in one place for each client.



C

May 25, 2009 6:10 pm
Captain:
Indyone:

Cap, that looks good except that it doesn't look like it's a network scanner.  Do you just connect it to your server instead?



What do you mean by a 'network scanner'? Our scanner is connected to the front desk computer. The document is scanned, and then is placed into the server's 'Scan Files' folder for future classification. After it's classified it's now archived in the document system that all members of our firm can access.

It's a great system.

 
C
 
I meant a scanner that has an ethernet card and simply plugs into the network via CAT5 cable and can then be accessed by any computer on the network, but...you've answered my question...thanks.
May 25, 2009 6:40 pm

Cap thanks, you too Indy.
This helps.
So it looks like the scanner feature on my all in one is good for not much more than scanning a doc into my PC so that i can send it as an email attachment.

I am not a high volume op (yet) i am just starting out as a one man shop. So i am just trying to educate myself about options in the not too distant future. So for my purposes, i think i have what i need. A year from now, hopefully that changes.

I appreciate the information, very helpful.

May 25, 2009 11:41 pm

SFB, you should be able to convert anything scanned to either JPEG or PDF formats and save your scanned documents to any folder/directory you want.  As far as backups, there are plenty of cheap portable USB drives that you can use for offsite backups.

May 26, 2009 11:08 pm

Thanks Indyone - Now all i have to do is find time to learn how to use the damn thing.

May 27, 2009 12:02 am
haulin79:

What high speed document scanners have you guys have good experience with?

 
I would like to keep it under ~$1000.



I like the Fijitsu scanners.  They are fairly inexpensive, fast and can scan both sides at once.  A CPA firm I help from time to time has 50 of them.  Each employee has one on their desk and they have everyone scan everything.  The process works well.

Good Luck

ash
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