Helping people with computers... one answer at a time.
Digital document management is often faster and easier than paper. The Fujitsu ScanSnap makes getting those paper documents into digital form a breeze.
This might appeal to only a small portion of my audience, but I've fallen in love with this device, and wanted to share it with those who'd find it as useful as I do.
I'm all about computers; I think you get that. But that also means that I'm all about using them - particularly when it comes to documents and document management. I find digital documents easier to store, backup and search than their paper counterparts. In general, I'd much prefer someone send me an email or give me an electronic copy of whatever document they're wanting to share - no need to waste paper for me.
On the other hand, between home ownership, running a couple of businesses and more, people are sending me paper every day. Paper that, in all honesty, I should keep - at least for a while. And yet, I'd really rather not.
You might guess that my ideal would be to scan all those documents into digital form, and then discard or shred the physical paper in favor of storing and backing up the documents on my computer. The problem is that traditional flatbed scanners are slow and cumbersome for any volume of scanning. And slow. Did I mention slow? And cumbersome?
The Fujitsu ScanSnap solves those issues.
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The ScanSnap allows you to scan a multi-page document into a PDF with a single push of a button.
That nails the convenience factor.
And it does it at slightly over 3 seconds per page, both sides, in color.
And there's your speed.
The ScanSnap software is "OK". While it could be better in some regards, the basic operation of scanning and creating a PDF of a document is handled well. Scanning a document to PDF is simple: push a button on the scanner, let it do it's thing, and then choose a folder and filename on your PC. Instant PDF.
The PDFs that ScanSnap creates are PDFs that contain images, or pictures of your document. At your option, and at the cost of a little speed, you can instruct the ScanSnap software to automatically augment the document with the OCR'ed (Optical Character Recognition) text so that the document also becomes searchable, and you can use copy/paste on the document text. As with all OCR, it requires well formed and clear text, and can be slightly error prone, but I was impressed. I had it scan my electric bill with lots of fine print and it did remarkably well.
Now, as I said, my primary use for the ScanSnap is simply to create PDFs of paper document that I then store and manage myself, after which I discard the paper. The ScanSnap comes with additional software and options to scan directly to Microsoft Office applications and to email, to scan business cards, and includes a management package to help you keep your documents organized if you don't already have a plan of your own. It also includes a document handler into which you can place odd sized or flimsy paper for scanning.
So far I've run into two drawbacks to the ScanSnap: it's a document scanner, and as such it's not ideal for scanning photos - in fact, I haven't tried and probably won't. The paper path on the ScanSnap actually bends just a little, and photos are still best handled, in my opinion, on a flatbed scanner.
Also, it does not provide a standard TWAIN scanning interface. That techno-babble just means that the ScanSnap works only with the ScanSnap software; you can't use other applications to initiate scans as you can with many other scanners.
OK, and there's the price; over $400 feels a little steep. And yes, that did in fact hold me back for a long time after a good friend (Anne Mitchell of ISIPP) recommended it. But I have to say, that after having one for a little over a month now ... I waited too long. Much too long. I should have purchased it long ago.
Now, I do, obviously, recommend this approach, and recommend this particular device, but I have to throw in a couple of reminders:
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One of the things that draws me to digital document management is that it's so easy to back up copies of your documents; much easier than paper. But that implies that you must back up. If the single digital copy is your only copy of a document, remember: while it's easier to backup a digital document, it's also easier to see it destroyed by a hard disk or other failure. Backup.
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Make sure you understand which papers you still need to keep as paper. I'm not going to play lawyer here, but I recommend that you touch bases with your accountant, your lawyer, whoever can give you advice about your specific situation. Digital copies of documents are considered quite valid in many, many cases, but you still need to make sure you keep the paper originals for those situations where digital copies will not be sufficient.
As part of a way to make documents more accessible and easier to manage, as well as reduce the sheer quantities of paper that must be kept, often for years, the Fujitsu ScanSnap allows me to take a large step in a paperless direction. And I like it.
I also recommend it.
Article C3552 - November 2, 2008 « »
Leo A. Notenboom has been playing with computers since he
was required to take a programming class in 1976. An 18 year career as a programmer at Microsoft soon followed.
After "retiring" in 2001, Leo started Ask Leo! in 2003 as a place for answers
to common computer and technical questions. More about Leo.
April 12, 2012 5:28 PM
HP Photosmart "anything", or any HP all-in-one are real dogs. Too much software bloat, and consequently, more software troubles. Their digital image monitor must remain on for scanning operations to work. So all the unneeded software remains active. I don't need HP to monitor my ink levels, thank you very much. Even with all the programs running, it still ends up with errors. It's not just me either --- everyone I've known [7 out of 7 people] will not purchase another HP unit again.
So, as far as speed and ease....it fails.
Sorry for the rant.
April 12, 2012 6:02 PM
For some time now, I've been seeing ads on TV for the Neat Desk scanner/organizer (tryneat.com). Supposedly, you put all your statements, receipts, business cards, etc. through it and the software automatically digitizes them -- and sorts them into categories for easy filing, budgeting, and so forth. Has anyone tried this product, and if so, is it any good? How does it compare to the Fujitsu ScanSnap? I'd really like to do something like this. It *sounds like* it would make keeping track of spending much easier, and help us to budget -- if it works. Of course, it's also $400... beyond the budget for now! LOL!
July 25, 2012 10:04 AM
re: Paul F's comments on neat desk scanner...I have used the Neat Mobile scanner which is secured to the underside of my keyboard pullout (drawer) for 3-4 years now and I find that it works great for 97% of what I need to scan (mostly docs). I have an old flatbed scanner that I use when necessary. I only use the Neat drivers, not their filing program, simply because I like to file using my own system. For most filings I use Nitro PDF (used to use Adobe Pro 6.0) and haven't had any issues other than cleaning the scanner occasionally.
September 21, 2012 9:38 AM
user note ::
windows vista, on my excellant Acer pc has built in SCANNER progr, thus once used and user gets swift is a dream come true...
--Acer is Taiwan and Leo ought get them to advert theirs on his blog(here), my Acer pc is better than any other on mkt, is swifter than the speed of light or sound and my Norton fixer-upper includes automatic de frag which i set for once a week and do again if speed is less than speed of light;
- is first pc i have seen where they incorporate 2 separate icons for two folks to have independent pc rather than share, i got the cheapest one for $750 @ Costco, has W-Vista, a few yrs ago, and next one will be up one grade for another $100 or so, plus $100 for each next upline bigger screen etc, but the cheaper is best since i use
mine mostly as a speedy typewriter and some simple-minded accountings..... cheers.....
- the machine itself is swift but the window progr slows it down and i bet apple prog would be more slow and anyway the hackers have abandoned windows and now into mostly apple progr which are bought by the rich guys thus more profitable to hack esp to empty bank accts into the hacker hands.... ho hum....
-- since all traffic is scanned by google and by a stand up usgovt snoop, they will capture this email and thus be influenced, esp that taiwan (Acer) has superior pc
September 26, 2012 9:01 PM
My son has the gadget sold on late nite TV that you insert all of your business cards, receipts & paperwork, etc... And it's a pain in the butt.
I myself have a Dell 4 in 1 printer, copier, fax, scanner.
I use it to scan both sides of a document all in one shot, to make complete copies of paperwork, folders, etc...
It allows me to chose PDF, XPS, WORD Document...whatever. Quick, Easy, Thorough. Yes It may be a tad slower, I don't know how fast some people find it necessary to be able to get things done, but....
I'd much rather have a document(s) printed right the first time without a bunch of proofreading, Time,Money,Trust. Involved Before it's filed away until the day it's actually needed, only to find out somethings amiss
If it's not broke, don't fix it.
The latest & greatest 9 times out of ten means it's someone else's get rich quick scheme.
Good luck to those of you who have got the better way down!
Johnny.
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