Scanning jobs can range from mundane and monotonous to precise exercises in patience. However, it is necessary in today’s business environment to digitise hardcopy documents to ensure their availability. The key to any good scan is knowing how to use your office scanners. No matter what type of scanner you use, whether it be a standalone device or part of a multifunction printer, here are three easy tips that can help you achieve a better scan.
Use The Feeder
Some jobs require a delicate touch, but others are all about pumping documents through the device. When the latter is the case, the automatic document feeder (ADF) cannot be overvalued. Feeders range in capacity, but they are designed for bulk scans. They will save your team massive amounts of time and improve the quality of your scans by enabling the machine to make adjustments as needed.
Get Hands On
Yes, you just read to let the office scanners do all the work, but those delicate jobs still exist. There are two kinds: documents that are in rough shape and materials that are inherently valuable or delicate. When dealing with the former, try to keep documents as flat as possible. Significant nicks or tears can be treated with tape. If you think you can get it durable enough for the ADF, feel free. Otherwise, just place it on the glass yourself.
For delicate or valuable items, scanning is a bit more of a process. Proper flatbed devices can usually handle these jobs just fine, but if there’s a particular concern, you can consider alternatives. Handheld scanners or even smartphone apps can provide a scanning experience that minimizes touching and moving sensitive materials to ensure their protection.
Keep it Clean
The oftentimes overlooked tip for all technology is simply keeping your scanner clean. As a general rule, the glass should be cleaned once a month. Products that are rated safe for computer monitors should be harmless to the scanner, including microfiber cloths and deionized cleaning solutions (don’t worry, they’ll be labeled). Make sure to always unplug the device before cleaning. Once done, try to wipe the glass with a dry cloth. If that isn’t enough, apply your solution again to clear any smudges. Allow the glass to dry thoroughly before resupplying power.
That’s it. If these tips feel simple, it’s because they are. Office equipment is designed for productivity, so use the tools as intended and take care of them to maximize your efforts. If you’d like to know more about scanners or any equipment, contact Orion today.