Who Needs A Document Scanner

In the digital age, the demand for efficient document management has led to the widespread adoption of document scanners for digitizing paper documents. As businesses navigate remote and hybrid work environments, the need for accessible and Organized Digital Files and Documents becomes increasingly crucial. Henry Baird of the Palo Alto Research Center indicates that any document that is not digitized "risks being trapped in a second-class status where it is comparatively difficult to find, access, read, understand, and otherwise reuse."1

Ricoh fi-n7100e Desktop Scanner

Ricoh - Fujitsu

Fujitsu scanners are the most recognized brand for digital scanners. Fujitsu is an established leader in the document imaging market, featuring state-of-the-art scanning solutions. Fujitsu has sold the majority of their scanner business to Ricoh.2 Ricoh scanners emerge as a powerful solution by combining innovation, scan speed, and environmental consciousness to meet the evolving demands of modern workplaces. These document scanners deliver speed, image quality and superior paper handling to optimize business processes. Unlock the full potential of document scanning with high-quality, scalable capture software that helps you leverage and optimize what is most important on documents – the data.


Ricoh fi-8150, fi-8170, fi-8190 Workgroup Scanners


Ricoh Document Scanner Categories

Ricoh offers a comprehensive range of scanners designed to meet diverse business needs, ensuring efficiency and reliability across various work environments. Ricoh engineered its complete lineup of document scanners to meet businesses' diverse digitization requirements efficiently. Each scanner category optimizes user-friendliness and productivity to allow seamless document handling. From compact units perfect for small teams to high-volume devices for enterprise-level demands, Ricoh's scanner categories include ScanSnap, Workgroup, Departmental, and Production models, each tailored to specific requirements.


Four Categories of Document Scanners

#1   ScanSnap Scanners

ScanSnap Scanners simplify digitization for small offices and home offices. With a compact design, intuitive interface, and versatile capabilities, these scanners swiftly eliminate paperwork clutter and improve productivity. These desktop scanners are easy to use and offer low-volume scanning. Its models feature one-button scanning and software for managing scanned documents.

  • They are compact, easy to use, and ideal for low-volume scanning.
  • The design of ScanSnap scanners is for simplicity and efficiency. Its models feature one-button scanning and software for managing scanned documents.

#2   Workgroup Scanners

The Workgroup Scanners enhance team workflows through balanced speed and functionality for moderate scanning volumes. Integrating smoothly with document management systems, Workgroup Scanners optimize efficiency for small and mid-sized teams.

  • The design of Workgroup scanners fits small to medium-sized offices or teams.
  • They handle a higher volume of scanning than personal scanners and often feature faster scan speeds, better paper handling, and more robust software options.
  • These scanners can typically handle a few thousand scans per day.

#3   Departmental Scanners

Busy departments in large organizations rely on Departmental Scanners to power through high scanning volumes with exceptional performance. These durable scanners deliver faster speeds, higher capacities, and superior image processing to handle demanding requirements smoothly.

  • Departmental scanners are ideal for medium to large-sized office environments.
  • They offer higher durability and efficiency than workgroup scanners and handle a larger volume of daily scans (typically tens of thousands).
  • These scanners often have advanced features like larger automatic document feeders, higher speed, better image quality, and sophisticated software capabilities.
  • Ricoh departmental scanners are ideal for medium to large-sized office environments.

#4   Production Scanners

The Production Scanners represent Ricoh's pinnacle of performance and efficiency for the most intensive scanning environments. With unparalleled speed, durability, and precision, these scanners efficiently manage vast quantities of documents. Industries like document conversion centers that require industrial-strength scanning can depend on Ricoh's Production Scanners.

  • Production scanners are top-of-the-line in volume and durability, designed for high-demand, industrial-level scanning environments.
  • They can scan hundreds of thousands of pages daily with high speeds and reliability.
  • These scanners come with advanced features for handling a wide range of media types and sizes, superior image quality, and are built to withstand heavy, continuous use.

Ricoh's scanner lineup enables businesses to enhance document management and operational efficiency. The options range from user-friendly ScanSnap models to high-performance Production Scanners, providing dependable and tailored scanning solutions for diverse work environments. The engineering of each category aligns with the user in mind, offering reliable, high-quality scanning solutions that cater to the specific needs of different work environments.


Ricoh Scanner Categories Comparison Chart

SKUPA03688-B005PA03805-B105 PA03805-B005PA03805-B105PA03770-B635 PA03770-B615
Portable Battery PoweredYesNoNoNo
Speed (ppm)5.2 sec/page304040
Daily Volume260350050006000
ADF Capacity1205050
ConnectivityWireless Mobile+Cloud +Cloud USB +Cloud
Speed (ppm)40507090
Daily Volume600080001000013000
ADF Capacity50100100100
Modelfi-7460fi-7480fi-8290 -
SKUPA03710-B055PA03710-B005PA03810-B505 -
Speed (ppm)608090 -
Daily Volume180002400013000 -
ADF Capacity100100100 -
Connectivity USB USBEthernet -
Speed (ppm)100100130150
Daily Volume4400044000120000130000
ADF Capacity300300500750
Connectivity USB USB USBEthernet

Why Choose
Ricoh – Fujitsu

  • Fast Scan Speeds
  • Advanced Scanning Functions like Auto-adjust, Rotation, Blank-page Deletion, Color Detection and More
  • Intelligent Multi-feed Detection
  • Hard Card Scanning
  • High-quality Image Processing
  • Enhanced Batch Scanning
Fujitsu Scanners
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Why Use Document Scanners?

The integration of scanners for digitizing documents not only enhances organizational efficiency but also addresses the challenges posed by the shift to remote work. Digitized documents offer benefits such as improved productivity, simplified filing processes, and cost-effective information sharing. Ricoh scanners allow businesses to capture these benefits while also contributing to environmental sustainability. Ricoh scanners are designed to be eco-friendly, making them an ideal choice for organizations that prioritize environmental consciousness.

What Are Digital Documents?

Digital documents are electronic files that store and present information in a digital format. Unlike traditional paper documents, digital documents exist in a digital or electronic form and can be stored, transmitted, and manipulated using electronic devices and computer systems. Digital documents offer advantages such as easy storage, efficient sharing, and the ability to quickly search and retrieve information. They are essential in the modern digital age for various purposes, including business, education, government, and personal use.

Benefits of Digital Documnets

  • Instant access
  • Secure storage
  • Increased document workflow efficiency
  • Easy access from anywhere by internet
  • Easy to share document
  • Saves costs from manual data processing
  • Supports environment3


Ricoh fi-8040 Scanner Office Setting


Converting Paper Documents to Digital Records

Digitizing involves the conversion of hardcopy originals into an electronic file format that allows for saving, editing, printing, projecting, and sharing. This process often includes storing documents in an electronic Document Management System (DMS), which restricts access to authorized users. A digital record is easy to version into many personalized messages, enabling messaging to diverse groups of people from a single record.

Converting hardcopy to digital requires the use of a scanning device similar to taking a photograph. Scanners take hard copies of documents and converts them into a digital record. While many scanners are now part of multifunction printer devices, standalone single-function scanners are more efficient and productive for busy offices. Examples of digital file types created through scanning include the widely used Adobe PDF, which essentially captures a snapshot of each page in a document, as well as .tiff, .jpg, and .psd formats for graphic images, among countless other proprietary applications.

Metadata, or tags facilitating content identification and organization through keywords, can often be attached to digital files for quicker retrieval. In specific industries such as healthcare and legal, documents are saved with standardized data indicating the time and date the page was scanned into the DMS, a practice known as Bates stamping.


List of 20 Types of Digital Documents

  1. Word Processing Documents
  2. PDFs (Portable Document Format
  3. Spreadsheets
  4. Presentations
  5. Text Files
  6. Images and Graphics
  7. E-books
  8. Databases
  9. Web Pages
  10. Audio and Video Files
  11. Emails
  12. Forms
  13. Contracts
  14. Agreements
  15. Digital Artwork
  16. Calendars
  17. Project Charts
  18. Social Media Posts
  19. Charts
  20. Web Pages


Why Digitize Paper Documents?

Businesses are turning to digitization for better preservation and organization of their documents. Digital documents are easy to track, find, update, and share. Whether you have small or large volumes of files, you can digitize those documents quickly, and have them ready to use in no time.

Documents of all kinds can be digitized through a scanning process. Scanning creates a digital image that can be edited, stored, and made accessible online. There are several different methods for digitizing documents. Amid the rapid shift toward remote and hybrid workplaces, digital documents have become essential for ensuring information access and sharing.


Ricoh fi-8190 Desktop Scanner


Seven Features & Benefits of an Office Scanner


#1   Enhanced User Productivity

Digital documents, once scanned and entered into the DMS, can be quickly searched and retrieved, eliminating the need for manual searches through paper piles.

#2   Simplified Filing

Companies can devise indexing and naming schemes to align with their unique workflows, making scanned documents easily identifiable.

#3   Consistency for Compliance

Rules can be implemented to govern information governance policies, including user access permissions, archival and destruction periods, and versioning after document edits or updates.

#4   Faster and Cost-Efficient Information Sharing

Electronic documents can be instantly shared via email attachment, eliminating the costs and delays associated with printing and mailing. Accessible through a cloud document management system, documents can be viewed from anywhere with an internet connection.

#5   Reduced Overhead

Businesses can save significantly on off-site document storage and retrieval services, freeing up office space occupied by filing cabinets.

#6   Information Preservation and Archival

Scanned images maintain original quality over time, and digital backups stored in the cloud protect against damage from fire or flood.

#7   Ensured Accessibility

Digital documents ensure that information is always accessible to every team member, preventing loss or monopolization by a single user.


How to Digitize Paper Documents In-house?

The straightforward solution is to use a scanner that you purchase for your business. Select a scanner with the speed, size, and capacity based on your organization's size and paper document volume. There is also the option to take your documents to a service vendor to do the scanning and digitizing for you, but this option is very cumbersome and costly. Buying a business-grade scanner with speeds of 40 to 90 ppm is available for $600 to $2,500 and offer a more convenient and permanent solution. Below are three popular business scanning solutions:

In-House Office Scanners

1   Desktop Scanners

Ideal for low volumes, high-resolution desktop scanners come in various sizes but may be too slow for large-volume scanning.

2   Mobile Device Applications

Convert smartphones or tablets into portable scanners by utilizing commercially available apps such as Adobe Scan or PhotoScan by Google. These apps are well-suited for occasional scanning requirements.

3   Multi-function Printers (MFPs)

Modern Multifunction Printers have high-speed, high-resolution document scanners. These scanners can capture both sides of two-sided originals in a single pass. These devices are often networked, simplifying the scanning process into an office Document Management System (DMS).


Ricoh fi-7800 Production Scanner Office Setting

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15 Types of Business Scanners

There are several types of scanners used by businesses to convert hard-copy records into digital records. Choosing the right document scanner is crucial for office efficiency and productivity. Below is a list of popular types of document scanners commonly used in business environments.

#1  Sheet-fed Scanners

Businesses that scan large volumes of documents to add to their document management system significantly benefit for sheet-fed scanners. These devices come equipped with auto document feeders, allowing the loading of multiple pages to a feeder. The convenient auto feeding functionality is essential for large volume scanning. Sheet-fed scanners offer quick scanning speeds.

#2   Flatbed Scanner

A flatbed scanner uses a flat, glass surface to capture images or text documents from a hard-copy. The document scanned is typically placed face-down on the glass, and the scanner's sensor moves along the surface to capture the image. Unlike a sheet-fed scanner, flatbed scanners can scan a variety of media, including paper documents, photographs, book pages, and other flat objects. Flatbed scanners accommodate thick and thin media, making them a versatile tool to digitize many different types of recorded material.

#3   Duplex Scanners

Companies with double-sided documents will want to consider a duplex scanner. Duplex scanning allows for scanning both sides of a document simultaneously, reducing scanning time.

#4   Business Card Scanners

Business cards contain significant contact information for partner companies and prospects. A scanner can capture important details including names, phone numbers, street addresses, and email addresses. A business card scanner is particularly cable of handling the small size of a business care to lift the details for electronic storage and transfer to a customer relationship management system (CRM).

#5  PDF Scanner

Many organizations use portable document format (PDF) digital records for communications between employees, departments, 3rd parties, customers, prospects, and others. PDFs transmit easily over electronic devices and email without file corruption. A pdf scanner takes physical documents and converts them to a digital pdf format for electronic messaging.

#6   Network Scanners

Organizations that have several users requiring scanning capabilities will want to consider a network scanner. These devices are shared over an internal network by multiple users. Selecting this type of scanner requires matching its connectivity to the connection options available in the office. Some popular connection options include USB, ethernet, and WiFi.

#7   Document Cameras

Companies that engage in numerous meetings, conference calls, or presentations often use a document camera to record presentation slides, charts, graphics, proposed logos, and other items that need to be shared with other users.

#8   High-speed Scanners

Businesses handling large volumes of documents on a daily business use high-speed scanners. High speed scanner are capable of handling 90 pages per minute (ppm) for Simplex or single sided impressions to 180 images per minute (ipm) for Duplex or double sided impressions. Some high-speed scanning systems handle nearly 4 pages a second.

#9  Portable Scanners

Many employees in today’s workforce work in hybrid or remote situations. These types of employees need a portable scanner that is easy to carry and set up at any given location. Often, they require multiple connectivity options to meet the compatibility requirement of any given location. Portable scanners provide for transmitting digital documents almost anywhere.

#10   Desktop Scanners

Workers that need a scanner at their workstation often use a desktop scanner for easy accessibility. Many of these devices can be set up at a nearby unassigned workstation or office table for use by a department of employees.

#11   Automatic Document Feeders (ADFs)

Organizations that have multiple pages to scan at one time rely on document feeders. These devices provide for loading many pages into a feeding tray that automatically feeds the scanner, page-by-page until the digital scanning process is complete. These ADF scanners allow the user to complete other tasks while the scanner is completing its digitization.

#12   Enterprise Scanners

Corporate enterprises utilize enterprise scanners designed for larger volumes and come equipped with multiple features to complete additional tasks. These devices often provide for optical character recognition (OCR) and document indexing for easy filing and retrieval. They also provide for easy integration with document management systems (DMS).

#13   Workflow Scanners

Companies that automate invoicing, receipts, accounts payable, employee records, health records, government records, and other repetitive record keeping tasks use workflow scanners to automate these duties. Receipt scanners and pdf scanners are very common for workflow applications. Workflow scanners integrate with document management systems and workflow processes to streamline document capture and distribution.

#14   Cloud-connected Scanners

Organization utilizing cloud services may want to consider a system that can scan and transmit directly to cloud storage service. These cloud serving devices enhances collaboration and accessibility of digital documents.

When selecting a document scanner for business use, purchasing department may consider factors such as scanning speed, document size and type, connectivity options, and compatibility with existing business processes and software. Features like OCR and document management integration can streamline workflows.

#15   Photo Scanner

Companies utilize photo scanners and image scanners for high-quality resolution images. The photo scanner digitizes images retaining color depth, color calibration, and dynamic range. These digital images convert to multiple formats such as Joint Photographic experts Group (jpeg), Portable Network Graphics (png), and Tagged Image File Format (tiff) for use in other applications. The best quality comes for optical resolutions of 1200 dpi or more. Small originals like photographic slides work best with the highest resolution possible.4


Ricoh fi-8170 Scanner Media


Desktop vs Portable Scanners – Pros and Cons

Desktop and portable scanners are in high use throughout many organizations. These devices cater to certain needs of companies and their workforce. Below is a comparison of portable and desktop scanning devices with the pros and cons associated with each.

Desktop Scanner Pros

  • Offer faster scanning speeds
  • Accommodates heavier workloads
  • Provide higher capacity document feeders
  • Support duplex imaging
  • Offer more automated features
  • Facilitate integration with DMS
  • Equipped with networking connectivity

Desktop Scanner Cons

  • Larger size and weight is less portable
  • Occupies more desk space
  • Not suitable for most fieldwork operations
  • Requires AC power source

Portable Scanners Pros

  • Compact and lightweight
  • Accommodates off-site meetings
  • Suitable for fieldwork
  • Portable for travel
  • Battery-powered options
  • Multiple connectivity options
  • Easy set up and operation

Portable Scanners Cons

  • Slow speeds
  • Limited capacity
  • Smaller document sizes
  • Lacks advanced features, portable models with advanced features are pricey
  • Lower resolution


Top Selling Scanners Comparison Chart

ES-400 II
ScanJet Pro
3600 f1
Replacesfi-7160iX500/ix1500ADS-3100-FF-640ES-4003500 f1
Item NumberPA03810-B055CG01000-310060ADS3300w4861C001FF-680WB11B26120120G06A
Two Sided ScanningYesYesYesYesYesYesYes
Scan Speed
Scan Speed
Optical Resolution
Output Resolution
50-600NANA150/200/300/400/60050-120075 to 120075/150/200/240/300/
ADF Capacity1005060201005060

Note: "The Replacement" row in the chart above contains the old model number that the newest version replaces.


Ricoh Scanners

Ricoh scanners, formerly Fujitsu, offer businesses a powerful, user-friendly, and environmentally friendly solution for their document digitization needs. Ricoh Fujitsu Scanners help move companies from heavy use of paper documents to digital environmentally friendly documents. Innovative features, high-speed scanning capabilities, and compatibility with various operating systems make these devices an essential tool for modern workplaces striving for efficiency and sustainability. Choosing the right document scanner for your business varies with the needs of the user and the location. Les Olson IT can help you identify the best scanner model for your business needs. Les Olson IT serves the entire state of Utah from multiple locations and the Las Vegas area. Call for a FREE consultation or quote at 385-330-1502.


Desktop Scanner


Digitizing documents involves converting hardcopy originals into electronic formats, stored in a Document Management System (DMS) for authorized access. Businesses are turning to digitization for better preservation and organization of documents, with various methods available for the scanning process. The benefits of office scanners, include enhanced user productivity, simplified filing, and information preservation. Ricoh scanners stand out as a comprehensive solution, offering high-speed scanning capabilities and compatibility with diverse operating systems, making them essential for efficient and sustainable document management in modern workplaces.




  • 1 Baird, Henry S. "Digital libraries and document image analysis." Seventh International Conference on Document Analysis and Recognition, 2003. Proceedings. IEEE, 2003. Accessed 24 Jan. 2024. ieeexplore.ieee.org/abstract/document/1227619
  • 2"Fujitsu to sell scanner business to Ricoh for $625m." Industry Analysts, Inc. April 25, 2022. Accessed 24 Jan. 2024. www.industryanalysts.com/ricoh-acquires-fujitsu/
  • 3 Alam, Md Nurul. "SCANNERS FOR DIGITIZATION: AN OVERVIEW." Knowledge Librarian. Volume: 03, Issue: 01, January – February 2016. p. 49. Accessed 25 Jan. 2024. www.klibjlis.com/3.1.7.pdf
  • 4 Vittal, J. Anthony. "Scanners." GPSolo 20 (2003): 42. Accessed 24 Jan. 2024. heinonline.org/HOL/LandingPage? handle=hein.journals/gpsolo20&div=150&id=&page=



Document Scanner Stacks


Ricoh fi-7800 Production Scanner Office Setting

Les Olson IT

Get an expert document management services company serving Utah and Las Vegas to upgrade your business to digital efficiency for less than hiring additional staff and Save Money. Les Olson IT can update your aging paper filing system, network, cybersecurity, cloud system, and office equipment with the latest technology to increase productivity. Find out how!

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Les Olson IT Certifications and Awards Les Olson IT Information Technology Certifications

Free  demo, consultation, or quote

Call (801) 487-9455 for an immediate response (8am - 5pm, MT, Mon-Fri)
or complete the form below.