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The ability to scan documents is the core technology needed to convert paper into digital format. Scanning has become a part of everyday business for many organizations that now utilize multifunction systems. Featuring user-friendly operation, incredible speed, and outstanding quality, our multifunction systems make scanning an easy and highly beneficial addition to your workflow.
Our systems focus on simplicity and efficiency to make scanning as simple and easy as copying. Some of the technologies incorporated in our systems are highlighted below:
Scan to Email
Instead of sending a fax, you can scan the document directly to the recipient’s computer desktop as an email attachment. LDAP support allows the user to access corporate address books with ease. Scanning to email is a great method for interdepartmental and cross-network communication and is more secure than communication by fax. With files sent directly and securely to the recipient, you bypass the risk involved when a document is left sitting on the output tray of a fax machine.
Scan to File
Our multifunction systems make scanning tovirtually any available network folders possible. You can even scan directly to a user’s desktop for immediate access. Perfect for branch offices, users can also send documents over the Internet via common FTP (File Transfer Protocol) or scan them directly to the corporate server.
Scan to OCR
Documents can also be scanned for use with applications such as Microsoft Word or Corel WordPerfect. Using OCR (Optical Character Recognition) technologies, digital images are converted into text in the desired file format. Users receive editable text documents - without having to go through the hassle of retyping the document. This saves valuable time and frees up your staff to focus on key business objectives.
Scan to a Document Management System
Users can also scan the documents to the DMS (Document Management System) for storage and retrieval. In some cases, end-users are given the option of naming files and entering index fields for easy search and retrieval.
Common File Formats
Our multifunction systems deliver scanned documents in a variety of file formats, including the following common forms:
- PDF (Portable Document Format) PDF is a widely accepted standard for viewing documents online. The Adobe Acrobat Reader software is used to view this format and is available free for download.
- TIFF (Tagged Image File Format) TIFF is an alternate format widely used on most Windows-based platforms. Many Electronic Document Management Systems utilize this format.
- JPEG (Joint Photographic Experts Group) JPEG is the standard file format used for digital graphics and photographic images.
Centralized or Distributed Scanning
There are two scanning models, centralized and distributed. Questions often arise regarding the best model of scanning for a specific workgroup. Below is a description of each model and the type of workflow it is best suited for.
Centralized Scanning
Documents are sent to one central location for scan using a high-speed, dedicated scanner. Workflows that involve a high volume of scanning typical use this model to achieve optimal results.
Decentralized Scanning
In this model, workgroups capture documents using multifunction systems with scanning capabilities or fax machines stationed at different locations in the organization. This model is often used for day-to-day business operations that do not involve consistent, high-volume scanning.
DIGITAL provides both high-volume scanners and multifunction systems. Our representatives can help you choose the best scanning option for your business.
We have specialists available to assist you with all your scanning needs. Contact us today to talk to one of our experts. | 
