Most of the businesses even if its small or large requires good quality document printers and scanners for smooth workflow. But there are several models available that makes choosing the best document scanner for your office a difficult task. Many document scanners offer different functionalities that may or manor be useful for you. For that reason, this guide will help you to choose the best document scanner for all purpose that suits your specific need.
In order to purchase the best document scanner possible, keep in mind the following:
If you are expecting large volume scanning, the speed of the scanning itself might play a major role for you. Look for the fastest scanner within your budget.
The more connectivity there is the better overall usability and versatility of the scanner. If you can, always go for as many connectivity options as possible, including Wi-Fi, USB, etc.
Depending on the use of the scans, their resolution might be a decisive factor for many, especially if you are into art or similar visually sensitive jobs that demand a large resolution. For that reason, choose the device that will deliver the most in this field.
Best Document Scanners for Small Office
- Excellent character recognition accuracy
- Duplex scanning
- Fast text recognition for scanning to sealable PDF format
- Comes with several top tier application
Designed as a document scanner Canon Image Formula D12-C225 delivers fast scan with excellent text recognition accuracy. Canon is always known for highly capable document scanner and C225 is one of them. The scanning to searchable PDF format is almost as quietly as to image format which is a distinguishing feature of the scanning. It delivers accurate OCR (Optical Character Recognition) and comes world-class program for document management. One of the demerits what I found is it is little bit weak as business card scanning but even though it delivers enough in the category makes it excellent for personal or micro office use.
The feature of DR-C225 is in line with scan snap 1*500. The scan speed is same for both i.e. 25 pages per minutes and 50 images per minute. The most important feature of two is both scan nearly as quickly to searchable PDF files as to image PDF format. While comparing the advantages DR-C225 has got more accurate text recognition and more capable of bundled programs. The bundled programs can be done through pages port 14 and Omni page 18 which helps in delivering more capability then equivalent program is 1*500. But DR-C225 lacks Wi-Fi means you can connect directly to a mobile device.
Set up & software
The DR-C225 is generally small in nature measuring 8.7 by 11.8 by 6.1 inches (HWD) which doesn’t need extra room for the output tray.
A 30 sheet automated document folder is in back and the paper normally follows a U shaped path. The output tray is situated parallel to the scanner front.
Set up is standard. It comes with additional software other than paper front and Omni pages like Twan, WIA ISIS drivers and Prestol Bizcard 6 for business cards. It also includes nuance ecopy PDF Pro Office 6 which include PDF create and PDF converter assistant which gives you full PDF utilities. It comes with Canon capture on touch which helps you to scan by choosing one of three predefined profiles. The document types are Business card, text and full auto by default.
Scan speed and document management
The speed registered for DR-c225 is 24.2 ppm for simplex (one slide) scanning and 48.4 pm for duplex scans. The rate speed is excellent and is equivalent toward DR-c225 and 1*500.
Already said the most important feature is it doesn’t take much time for scanning directly to a searchable PDF file which is pretty useful in a document management.
The performance of OCR accuracy was excellent. In our text Times New Roman and Arial text pages at sizes as smaller 96 points can be easily readable with the combination of scanner and Omni page. Other fonts where also quite readable is with 5 point fast which is the highest level of accuracy.
The business card text was not so upto the mark for DR-C225. The scanner did an excellent job speedy stacks of cards but there arise mistakes in business cards.
With a slim design higher speed higher OCR accuracy makes it perfect for personal and small office use.
- Good Optical Character Recognition (OCR).
- Very fast at scanning to searchable PDF.
- Good in reading business cards.
- Wi-Fi and USB 3.0 connectivity.
- Met its rated simplex and duplex scan speeds.
- Wireless can be connected only to one computer at a time.
- Scan command from within an application is prohibited.
- Several steps are required for scanning to some programs.
The Fujitsu ix500 is mainly designed as a document scanner for the purpose of personal or small office use. The rated speeds are good and there is no loss of time when saving files to searchable PDF. It had shown good result in both business card scanning and text recognition. It is similar to Canon Image formula DR-C125 in majority of its features but the ability to connect wirelessly and scan to mobile device gives an upper hand.
It is basically a low cost document scanner and is a successor to Fujitsu ScanSnap S1500. The main difference between the two is the rated pages per minute 25 pages for ix500 and 20 pages for S1500. ix500 supports scanning to a mobile device via an Android or IOS App and also direct scanning is possible to several cloud based sites.
As already said ix500 can be connected to a computer through Wi-Fi or through a USB cable. The same software can be used for OS either through connecting a PC or Mac. It can scan to SugarSync, Saleforce, Evernote, Dropbox and Google Docs. The scanning can be completed through a computer or an IOS or Android device. One of the demerits of the scanner is that it can only connect wirelessly to one computer at a time. If you want to switch to another computer you need to first connect the scanner via USB and run a mobile setup utility on the new machine.
The ScanSnap connect application installed in ix500 helps to send scans via Wi-Fi to an IOS or Android mobile device. The direct scanning via Wi-Fi to a mobile device without a computer can be done with the help of built in dual core CPU. To be precise it works like a standalone Wi-Fi scanner.
It measures 6.6 by 11.5 by 6.2 inches (HWD) which can be suited for desks. The ADF (Automatic Document Feeder) comes with a capacity of 50 sheets and it supports color duplex scanning. The rated pages per minute are 25 sheets for both simplex and duplex scanning. It includes four modes namely Normal mode (300 dpi for monochrome & 150 dpi for color and grey scale), Better mode (400 dpi for monochrome & 200 dpi for color and grey scale), Best Mode (600 dpi for monochrome & 300 dpi for color & grey scale) and automatic mode where the scanner itself identifies the type of documents and applies appropriate settings.
The difference from the other scanners is that the software lacks a twain driver which will help you to launch a scan from within an application. The ix500 follows the scan documents are pulled out from the applications into the program like a ‘push’ method. The ScanSnap quick menu is user friendly for routing scans directly from the scan button or ScanSnap manager utility and send it back to the quick menu which lets you to direct to the destinations like scan to mobile, scan to sales force chatter, Abby scan to word and excel, etc.
The pages per minute registered are 25 for simplex and duplex scanning and in our testing it comes with 25.2ppm for simplex and 24.4ppm for duplex. It can scan 50 image documents to PDF in just one minute and 5 seconds which is really appreciable and far ahead to its peers.
The ix500 performance was almost identical to Canon Image formula DR-C125 were Canon is slightly better in text recognition and scanning to PDF. But in the other hand ix500 has a larger Automatic Document Feeder (ADF) which is important in personal or micro office use. It comes with USB 3.0 and Wi-Fi connectivity and also mobile device scanning. Above all features leads Fujistu ScanSnap ix500 to Editors choice in the segment of low price document scanner for personal or micro office use.
- Excellent connectivity options
- It has a good model with connectivity options and an amazing slate of ports.
- ADS-2800W has a duplex capability feature scanning large quantities.
- It has the latest features to support a scanning process.
- It has a large dimension that is inconvenient for limited spaces.
It is claimed as one of the best in the market with strong scanning performance and versatility and makes it unavoidable choice for large and midsize business. Brother as a manufacturer while taking an overall output it doesn’t have much name recognition as some other brands concerned. However, administrators and others who purchase and use enterprise-level hardware know that the company’s products tend to perform well and are versatile, which makes them quite popular in this consumer set.
The ImageCenter ADS-2800W’s performance is in a higher side while comparing to other scanners with 30 pages per minute scan rate at a resolution of 300 dots per inch (dpi). The capacity of the Automatic Document Feeder is excellent with 50 pages which can accommodate any kind of documents with different thickness and sizes including those that are up to 96 inches long. It can scan both sides of the paper at the same time because it has a standard support for duplex scanning and optical text recognition. The scanned text is editable and extractable and is very clear to read at even 6 points and also it can scan resolutions up to 600 to 1,200 dpi.
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It measures 10.2 x 12.1 x 9.8 inches and a weight of 10 pounds, which is quite large in size while comparing to other scanners which mainly comes with 6 to 8 pounds. It comes with a matte black finish and can comfortably fit into a standard office space. The document scanner’s interface is anchored around a 3.7-inch color display that lets you quickly customize document scan settings.
There is no compromise in quality aspects and connectivity options for ADS-2800W because it comes up with full suite of connectivity options. The setup is standard and it supports Google drive and Evernote which helps you to directly export scan to the clouds. This means there is no need for you to manually upload to a local computer; you can quickly scan documents and process them for employees or clients. The machine’s email export support is similar, and you can use it to directly and send scans to your preferred email client or address.
The documents can be exported directly to Apple IOS, Google Android, Windows Phone and Amazon Kindle devices with the help of Brother’s free iPrint & Scan application. It comes up with USB plug so that you can save scans directly to USB storage devices but it doesn’t have slot for SD cards. In addition to this wireless and network connectivity are also supported. In addition, the dual networking options of ImageCenter’s make it easy to connect to an office and multiple users.
Help & Support
It comes with one year warranty by default. Troubleshooting resources for the ADS-2800W can access through Brothers website which includes live chat, e-mail and direct support over phone.
When we are looking for value and quality of the product ADS-2800W is the most worthy choice. With a value-friendly price tag, excellent scanning performance and a full slate of connectivity options, it is the highly rated Editors choice in the category of document printers.
- Wide range of connectivity
- Ethernet Connectivity
- Mid-range price
- Not elegant in its aesthetics
TheBrother Image Center ADS – 3600W is basically a sheet feed, network document scanner which comes up with solid features and strong performance. One of the major features is that it has got an excellent connectivity via USB, Wi-Fi, Wi-Fi direct and NFC in addition to Ethernet connectivity. It has got better connectivity option than Canon Image formula Scan Front 400 and it costs around 800$.
Design & Features
It weighs 10 pounds with a dia of 9.8 by 12.1 by 10.2 inches (HWD). Its trays are closed and it is in similar size to its competitor Scan Front 400. It is smaller and lighter in nature and in line with most document scanners the weight of ADS (Automatic Document Feeder) increases significantly when you extend the ADF tray upward from the rear and the output tray outward from the front.
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While taking a comparison with the competing models the ADS – 3600Ws 50 sheet ADF and 5000 scan daily duty cycle rating are on the shorter side. The main competitors of ADS – 3600W are ScanFront 400 and Scanjet 7000 which holds 60 sheets and 6000 scans per day and 80 sheets and 7500 scans per day respectively. The connectivity is excellent in the case of ADS -3600W as mentioned earlier and in addition to that you can scan to most popular cloud sites via a built in Web connect feature. Other features include scanning to email, or to a network folder, from 3.7 inch color touch LCD, etc. The control panel consists of Home, Back, Cancel, Power and NFC buttons. In the case of security features includes authentication from an NFC card reader, corporate e-mail lookup, network user protocols active directory and secure function lock.
Setup & Software
The software installation process will take about 20-25 minutes and the setup is straightforward and uneventful. Fixing of ADF ray to the back of the chassis is the only assembling needed. It comes with two third party programs Nuance Papersoft SE (Document Management) and Abby fine reader Professional (optical character recognition, or OCR).
Abby PDF Transformer plus, similar to Adobe Acrobat is installed in addition to Paperport and fine reader. It is installed with Brothers own Control Center 4, which is a primary scanning utility though you can also scan directly into both Abby programs and Paperport. It offers two choices, Home and Advanced when you launch it primarily. The home interface contains only few basic profiles but the advanced version comes up with configurable version. Both modes are well designed and not at all complicated. In addition it is Kofax VRS certified (Kofax VRS is a utility that evaluates and enhances poor scans to improved accuracy) but the same software is not included.
While going through the performance of Brother ADS – 3600W it is rated as 50 pages per minute (ppm) for single side and 100 ppm for two sided scans. The test results were positive with standard core i5 tested PC and through Ethernet.
The lag time of ADS – 3600W is good. While saving to image PDF it scanned at the rate of 46.2ppm simplex and 6.2ppm duplex with a lag time of 3 ppm to 4 ppm. It produced an excellent figure in conversion from scanned text to editable text.
With a price of 800$ ADS 3600W comes up with excellent connectivity options and features. The price is less comparable to its competitors like Scan Front 400 and Scanjet 7000. One of the drawbacks is that it doesn’t come with business card management software. With its low price and excellent features it is one of the editor’s choice for medium heavy duty network scanning in small and medium offices.
- LCD shows profile name for one button scanning
- 50 sheet Automatic Document Feeder
- Comes Without application programs
- Limited to only nine predefined scan definitions
The Kodak ScanMate i1150 comes with impressive features like extras ranging from boosted scan speeds for the first 10 pages, to showing profile names on its LCD for one button scanning. It is specially aimed for busy office purpose like scanning documents into special purpose software throughout a day. Indeed it comes with some special features like a small, raised ledge on the front of the scanner which is specially built for Prop up ID card for easy readability which makes it fit for office use. One of the key differences between i1150 and other scanners is it doesn’t come with any application programmes. While taking the hardware part, Kodak and Canon deliver almost same capability and speed. Scanning to searchable PDF format and editable text can be done through OCR capability and scan utility, but it doesn’t include any standalone applications.
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While talking about the software applications it comes with two scan utilities; Twain, WIA, ISIS drivers and EMC Captiva Cloud Captures. The Captiva Cloud helps you to send scanned images to cloud based applications by creating connectors.
Basics & Scanning
The i1150 offers 600 pixel per inch optical resolution and a 50 page Automatic Document Feeder. If you are looking for a flatbed Kodak, Alaris offers two options, one tabloid size and one legal size. You can directly control it through the front panel by plugging either one into second USB port on your PC.
Setup is standard. The descriptive names can be scrolled through front panel LCD and find the one you want and hit the scan button on the front panel.
For scanning at 200ppi, i1150 rates 25 pages per minute and for scanning at 300ppi it rates at 50 images per minute, with one image on each side of the page. At transaction mode, it translates to scanning the first 10 pages at 40rpm. In testing i1150 registered 25.4ppm in simplex mode with standard 25 sheet text document in black and white mode and 49.2 in the duplex mode. While scanning for 10 pages it registered 26.1 ppm and 52.2 ipm.
While comparing to other scanners in the case of text recognition it adds extra time when you can do a searchable PDF format, whereas Canon DR – 125 registered less speed. However, most scanners add far more extra time. The accuracy for text recognition was excellent for i1150, with Times New Roman font at 8 points and Arial at 6 points is clearly visible and readable.
A strong contender in the market for office purpose with its excellent features like scan speed, speed for searchable PDF format, 50 page ADF, optional flatbeds and accurate text recognition makes them one of Editors choice.