What things should be considered when selecting an imaging system?

Selecting the right document imaging system can be an exciting task. There are many aspects to consider to make sure it fits your organization's needs. Using the expertise gathered from over twelve years of creating document imaging solutions for our customers, we've assembled a list of things to look for, including some essentials and some nice extras.

Scanning

First, a document imaging scanner must have an Automatic Document Feeder (ADF). This device allows a stack of paper to be placed in a tray and automatically brought in one page at a time, much like a fax machine. Scanners without an ADF were designed for graphics and require you to place manually each page to be scanned.

Second, don't skimp on the scanner. It's nice to have the fastest scanner available, but it's more important to consider your budget and the size and volume of paper you have to scan.

Most scanners can handle letter-size paper (8 1/2" x 11") and smaller. Some scanners can handle paper up to 11" x 17". There are even scanners that can support E-sized (34" x 44") drawings, but the larger the paper size, the more expensive the scanner.

Speed is another consideration in choosing a document scanner. Document imaging scanners can handle between 10-100 pages per minute. If you need to scan 3,000 pages per day, it's worth buying a fast scanner. However, the faster the scanner, the higher the price.

Sometimes it is cheaper to buy two 20-page-per-minute scanners than one 40-page-per-minute scanner. If you choose this option, you will need to have a document imaging system that can support multiple scan stations.

If the scanning job is very large, it may be more realistic and economical to have an outside service bureau scan most of the documents. If you choose this option, make sure you have selected an imaging package that allows easy synchronization of the service bureau pages with those scanned in-house. That way, you will be able to add the scanned documents from the service bureau into your database without interrupting or re-indexing the work you have done in your office. This option is often referred to as "portable volumes."

Similarly, if you only have a few large-size documents, it may be more cost-effective to have a service bureau scan these images. Another alternative is to use a photocopier to reduce the large document to a smaller one that can be scanned in-house.

A good imaging system will let you choose from a wide range of scanners and will be flexible enough to bring in documents from outside sources.