A document scanner may be a white elephant without the right document scanning software. While the scanning of images and graphics is relatively simple and is mostly concerned with the right file format, document scanning software needs to address other concerns.
Speed is a major concern for a document scanner which is equipped with a high-speed document speeder that can scan 20 – 150 documents per minute. Resolution is another concern and a document scanner must be capable of enabling Optical Character Recognition (OCR) without using too much file storage space. Still another requirement of a document scanner is to organize and store the scanned documents in a way the user prefers.
Only a machine with the right document scanning software can deliver the full capabilities expected of a document scanner. Document scanning software is readily available from many vendors, and some are even downloadable for free online. In fact, document scanning software has gone beyond optimizing the scanning and storage function but has extended into the area of document management, enabling users to make full use of their scanned documents to improve their business. Here are some of the features offered by the different types of document scanning software.
Scan single or multiple pages front and back. Scanned documents can be read online or offline on a computer screen. A scanned form can be edited online enabling the user to fill in the form, check boxes and email the form.
By performing Optical Character Recognition on a scanned document, the user can search for specific text. Text or images can be copied from a scanned document and pasted onto another program such as a word processor or spreadsheet. Scanned documents can be marked or annotated and shared with other persons via email or fax. In a multi-page document, the pages may be rearranged in any desired order. Pages from different scanned documents may be combined before they are sent via email or fax.
There are also browser based sites that offer a full-range of document scanning services from capturing, indexing and retrieving documents all the way to distributing them. Most of these sites offer similar services and, in many cases, the choice boils down to price.
In essence, document scanning software has the ability to scan, store, organize and share documents, making full use of the capabilities of the document scanner.