DOCUMENTSCANNERS

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 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

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

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.

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).