Hybrid work has changed how we think about computer peripherals. One example is the document scanners that employees can bring home to complete their work. These add functionality to the standard home printer-scanners that most people have but are more compact than the MFP at the office.
There are lots of different types of portable document scanners available on the market, so take a minute to learn how to choose the best one for this new-normal work arrangement.
Consider Your Budget
As with any equipment purchases, you will need to find the right balance between features and price. You can find portable document scanners ranging in price from under $100 up to well over $500. When setting your budget, keep in mind that you will likely need to purchase several of these document scanners so that every employee who needs one will be able to bring one home to get their work done when not in the office.
It will come as no surprise that the lowest priced document scanners will be lacking many features that the more expensive options can offer. Many of the more expensive ones, however, can be larger in size, making them slightly more difficult to safely bring back and forth between home and work. So, while budget is definitely important, you need to consider other factors as well.
Choose the Right Paper Capacity
One of the most important features to look at when choosing a portable document scanner is how many pages it is able to scan per minute. If your employees rely on scanning large volumes of work each day, you do not want a scanner that can only handle 10-15 pages per minute. On the other hand, if scanning in documents is a rare occurrence, there is no need to pay a higher price to get a scanner that can operate much more quickly.
When looking at paper capacity, you need to not only look at the number of pages per minute it can handle, but also how the pages are scanned through. Some devices, such as this Brother International ADS-1250W option, have a paper tray that allows you to place all the documents into it so it scans them each automatically. Others, such as the Xerox Duplex Travel Scanner, require that you feed each page through by hand. If your team needs to do a lot of scanning, you definitely want to go with the options that can automatically feed pages through.
Size of the Device
Whenever you are dealing with portable devices, the size of the device is going to be a big factor to consider. You don’t want to make your team carry a bulky scanner back and forth each time they work from home. The smallest options, such as the iScan from Tradernoors fit in your hand, but it actually requires that you slowly move it over the paper manually to complete a scan. Larger options like the ES-300 WR from Epson are much larger, with this model weighing nearly three pounds. Of course, the larger models have far more features than the smaller options, so it is a balance.
Connectivity Options
Make sure that the portable scanners that you choose will be able to easily connect both to the network in your office and to the computers or laptops that your employees use at home. Almost all portable scanners will be able to connect to a computer through a USB cable. Some models will also allow you to connect via a WiFi or Bluetooth connection, which can be very convenient.
Do You Need a Battery Powered Scanner?
Some portable document scanners have the ability to be used completely wirelessly because they can be powered by a rechargeable battery. The Q Wireless Rechargeable Document Scanner, for example, can be used anywhere since it can be powered by a battery and also offers WiFi connectivity. This can be a very convenient option for your employees if they don’t want to be tied to a desk or office area even when they are at home.
Don’t Forget the Scanner Case
Once you pick out the type of portable scanner you want your employees to use, make sure you purchase the travel cases for them as well. Whenever a scanner has to be transported between home and office, you should require that it be placed into a protective case to ensure it is not damaged. There are storage cases for virtually every portable scanner on the market today so that you can be confident that the devices you purchase will remain in good shape for years to come.
Making an Informed Decision
As you can see, there are a lot of factors to consider when shopping for a portable document scanner to use for your employees who follow a hybrid work arrangement. Taking the time to look through all your options will help ensure you pick the right one. While many employers will want to purchase the same model for each employee, it may also make sense to purchase multiple different models so the employees can pick the one they want based on the features they need. Either way, you will be glad that you employees will be able to get their work effectively done no matter where they are working from.
