A Canon document scanner offers quality, speed and efficiency
Chances are you’ve invested in leasing or buying an all-in-one printer (also called MFP or multi-function printer). At the time, this looked like a great deal–a machine that can do three or four tasks, including scanning, copying, printing and probably even faxing. But what is that all-in-one machine really costing you?
As time passes, you’ve noticed that the scanning quality with your all-in-one printer isn’t great. Images on the page look fuzzy, and even the type doesn’t look crisp. And it’s soooo slow. Employees are lined up waiting to make copies while someone is scanning, or someone who needs to scan is waiting for someone making copies. Don’t forget those who want to print something… And then there are all of those service calls.
Today’s digital world means that scanned documents must be clear and crisp. These all-in-one printers have a great price point, but to keep the price low, manufacturers have to compromise somewhere, and that usually shows up where you want it least: scanning. Let’s look at why your all-in-one printer might not be the best choice for scanning in your office and how a Canon document scanner can address common pain points.
All-in-one printers are made for light duty
While an all-in-one printer might be great for light duty in your home office, it’s not really up to the task of multiple users in an office setting, which means overuse and frequent service calls to repair rollers and other parts, and those can be costly, not to mention that when your all-in-one breaks, you love every single function. No copying, no printing, no nothing.
Your staff productivity is down
All-in-one printer scanning is slow. It also ties up the unit, and it’s rare to find one that can print while someone is scanning.
But real productivity losses come from the need for staff to walk to and from a copier each time they want to scan one or two pages, plus all the preconfiguration that’s needed. That small touch screen isn’t designed for easy scanning – there’s no single button to push.
Unless every user is preconfigured into the copier, there are multiple buttons to push throughout the process, which becomes repetitive and time consuming.
And, of course, no one can make copies while someone is scanning.
This means staff are wasting time waiting and watching for their turn, walking to the copier, going through multiple steps and slowing productivity, which hurts both the growth of your business and your bottom line.
You and your customers have the need for speed
Your customer is waiting on those contracts to e-sign so you can get started on their work. But your all-in-one printer is tied up with someone printing many copies of a large document. This could take hours. Meanwhile, your inefficiency is already creating a rift in your customer relationship. If you can’t get a digital document file to them quickly, how are you going to handle the rest of their work?
But that’s just skimming the surface of why that all-in-one printer isn’t the best choice for scanning documents.
You don’t want to sacrifice quality or security
As we’ve pointed out, to keep a low price point, something has to slide. Remember that old quote about good, fast, and cheap? You’re asked to pick one, and with all-in-one printers, they likely do one thing well, and that’s print. Scanning quality is iffy and simply a time-waster with your all-in-one, plus it’s much slower. And what if your printer stops working and you have to send it out for repairs? That means your scanner is broken as well.
Security is another issue. With your all-in-one printer you’re usually scanning to email, and encrypted delivery can’t be guaranteed. Even if you’re scanning to a folder, unless the proper security features (if they are even available) have been enabled on your all-in-one printer, you’re still running a risk of intercepted documents.
Then, there’s integration with your document management system. Sure, there are add-ons, and they sound really great. Until you see the price. A separate scanner provides seamless connectivity with servers in and out of the cloud.
With a document scanner, PDF files can be encrypted by setting unique passwords. The scanned original also can be converted to a PDF file with a device signature key that can be used to check where the file was created and if the document has been tampered with or falsified.
A Canon scanner is a great addition to your all-in-one printer
We’re not telling you to dump the all-in-one printer. It’s great for printing and copying, but that all-in-one can cost you more than it’s worth when it comes to scanning in terms of staff time and potential reputational damage from slow delivery to customers.
And the all-in-one printer’s fancy integration with your document management system sounded like a great add-on, until you saw the price.
In addition to providing better quality text and images, a Canon scanner can also:
- Save files to a central location on a server or in the cloud so they can be accessed by everyone who needs them
- Can save your digital files directly to a wifi-enabled desktop or mobile device
- Can send files to a printer if you need hard copies
Scanners aid office workflow by creating digital backups of essential documents, provide fast and efficient digital file-sharing as well as an easy way of keeping records, processing checks, and facilitate an eco-friendly paperless office.
Save money, time and keep customers happy with a scanner
In addition to day-to-day efficiencies, a separate scanner gives you a lot of long-term benefits in a world where businesses must go digital or die.
You hear a lot about “digital transformation,” and those companies that don’t embrace it likely won’t be around much longer. Customers expect digital documents. Keep in mind that paper documents cost you more than the paper and ink used to print them, per The Paperless Project.
- The annual cost to maintain a filing cabinet is about $1,500
- The average cost to file a single document is $20
- A misfiled document will cost you $125
- If you lose a document, the cost is $350
We’re talking about staff time: It takes an average of 18 minutes to find a document, a document is lost every 12 seconds, and a typical employee will spend 40% of their time looking for documents.
That’s a lot of time–which means money–spent on an inefficient system with inefficient equipment. It’s time to gain efficiency and save money with a high-speed document scanner. Whether you’re a small business owner or a large corporation, Integra PaperLESS has the high-quality scanner you need, backed by Customer Service Rockstars. Reach out today.