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iglimpse Avatar
6y, 11m agoPosted 6 years, 11 months ago
Friend of mine runs a voluntary service from a small office. Has computer, printer. Due to increasing legislation, paperwork has trebled and storage is becoming an issue.

People have suggested she consider getting a scanner to scan documents and save on storage. Apparently can also make it easier to find relevant parts in a document.

No idea where to start on this, what type of scanner, size or capacity. Would be grateful for any advice from someone who uses scanners regularly.

Many thanks
iglimpse Avatar
6y, 11m agoPosted 6 years, 11 months ago

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It wont cut down on storage.

What happens when the scanned and saved copies fail? What do you do then?
Scanners make your head explode. Fact. :lol:
Any scanner will do (even a cheap & cheerful one), as it's the software that she'll be using that makes the difference.

Items (whether they're piccies, documents, etc) are scanned as an image, so she will need OCR software (Optical Character Recognition), that will scan the document & then convert it in to a text document.

Most scanners come with this sort of software.
It wont cut down on storage.

What happens when the scanned and saved copies fail? What do you do then?

To add to this, is she required to save the original documents? If so, then there's no point in scanning them, as she's just increasing her workload.
At work we had a network scanner, just fill the tray with all your forms, hit scan and it did them all itself and saved them on the network for you with no interaction needed except to press the scan button to start it.

"Friend of mine runs a voluntary service" - I'm guessing that this would preclude network scanners on cost grounds.
The problem your friend has is that using a normal flatbed scanner will take forever if they are scanning multiple documents.

This is one I used to use when I was a lowly tea boy. It can take up to 500 sheets and is ridiculously quick.

Saves so much time when searching for docs. Plus they will never degrade.
Scanners make your head explode. Fact. :lol:

First thing I thought when I saw the topic too... :w00t:

You need to get a scanner, scan in the document, then use OCR software to read the scanned document from the computer and convert it to a text file that can be edited.

FreeOCR is a good bit of software (and free strangely enough) available here.
Just home. Many thanks guys once again. From all the useful info, it is probably the type that scans in lots of sheets in one go, rather than doing each page individually, this would really cut down on volunteer staff time.

Original documents not needed. Will take a look at suggestions.

I did not realise that my printer is also a scanner (never used it).

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