Match the scanner to the document, not the other way around
The single biggest scanning-project mistake: buying a high-volume production scanner for mixed-media records. Bound books, microfilm, blueprints, and standard letter-size files each need a different class of machine.
Scanner classes at a glance
Desktop scanners (up to 60 ppm)
Best for active office workflows — invoices, HR forms, contracts. Look at Kodak Alaris S2050/S2070 for departmental use.
Production scanners (90–230 ppm)
Best for backfile conversion projects and high-volume centralized scanning. Kodak Alaris i5250/i5650 dominate this class.
Book scanners (overhead, V-cradle)
Required for bound material — hospital charts, legal volumes, historical records. Avoid forcing books through ADF scanners; you will damage them.
Microfilm scanners
Required for 16mm/35mm roll film, microfiche, and aperture cards. ScanPro and Mekel are the workhorses for PHMC-grade output.
Most clients underestimate microfilm volumes by 40–60%. Audit film cabinets before finalizing equipment selection.
The right scanner is the one matched to your documents and your volume — not the one with the biggest number on the box.
Throughput planning rules of thumb
- Letter-size simplex with no exceptions: rated speed × 0.7
- Mixed condition records (folds, staples): rated speed × 0.4
- Quality-control rescans: add 10% to image count
Frequently asked questions
How do I choose the right document scanner?
Match the scanner to your volume, document types, and workflow: desktop scanners for low volume, production scanners (thousands of pages per hour) for back-files, plus specialty units for large-format, books, microfilm, or checks. Software compatibility matters as much as speed.
What is the difference between a desktop and a production scanner?
Desktop scanners handle a few hundred pages a day; production scanners feed large batches at high speed with reliable double-feed detection and indexing — the right tool for converting a back-file.
What scanner is best for high volume?
A production scanner with a large automatic feeder, high rated duty cycle, and fast duplex capture; for the largest back-files, multiple scanners or a scanning service.
Do I need different scanners for different documents?
Often yes — standard sheets use a production scanner, oversized drawings need wide-format, bound books need a cradle scanner, microfilm needs a film scanner, and checks need a MICR check scanner.
Should I buy scanners or use a scanning service?
For a one-time back-file, a service is usually faster and cheaper than buying equipment and training staff; for ongoing daily capture, owning a scanner makes sense. Many organizations do both.
How does Reynolds help choose scanning equipment?
Reynolds supplies production, large-format, book, microfilm, and check scanners and runs scanning services — so the recommendation fits your volume and documents, not a single product line.
