Although there is a multitude of ways of archiving documents into OnBase, the primary mechanism is by utilizing a document scanner. A document scanner is an optical scanner that is designed to process office documents rather than photographs. Document scanners are the primary devices used for storing images within a document management system such as OnBase.
Which scanner you choose depends on the type of documents you will be scanning, the expected volume of documents, and your budget. OIT has standardized on the Fujitsu brand of scanners because of their industry leading technologies and reliability.
Scanners can be divided into broad types – consumer, desktop, workgroup, and production scanners. For use with OnBase software you will need a desktop, workgroup, or production scanner. Each type of scanner is described below:
Ø Consumer Scanners – Consumer scanners are typically flatbed scanners used by the general consumer at home to scan photos, negatives, films, and other types of documents. Consumer scanners are at the low end of the spectrum in terms of cost, speed, reliability, and software options. They are not suitable for scanning documents into imaging systems such as OnBase.
Ø Workgroup Scanners – Workgroup scanners are low-volume, with a speed of about 60 pages per minute (ppm) when scanning simplex or about 120 images per minute (ipm) when scanning duplex. Maximum paper size is around 8.5 X 14 inches, and the automatic document feeder (ADF) capacity is usually 80 sheets. Scanners in this class range from about $750 to $2,000.
o OIT recommends the Fujitsu fi-7160 within this category of scanners.
Ø Departmental Scanners – Departmental scanners are medium volume, with a speed of around 50 pages per minute (ppm) when scanning simplex or about 100 images per minute (ipm) when scanning duplex. Maximum paper size is around 11 X 17 inches, and ADF capacity is usually 100 sheets. Scanners in this class range from $2,500 to $3,500.
o OIT recommends the Fujitsu fi-5530C2 scanner within this category of scanners.
Ø Production Scanners – Production scanners are intended for high volume scanning and have speeds from 90 pages per minute (ppm) when scanning simplex or about 180 images per minute (ipm) when scanning duplex. Maximum paper size is around 11 X 17 inches, and ADF capacity is usually 200 sheets. Scanners in this class range from $3,500 to $6,000.
o OIT recommends the Fujitsu fi-6670 scanner within this category of scanners.
Scanner Service Contracts
OIT does not offer hardware support for the maintenance or repair of scanners. The Electronic Document Management team strongly recommends that departments get a service contract for their scanner(s). Scanners are electromechanical devices and are subject to wear and tear and occasional breakdowns. To reduce downtime in case of a scanner problem, you can purchase a service plan for your scanner. These are usually available at the time of purchase, and vary as to the length of coverage (6 months, 1 year, etc.) and level of support. They may offer next-day or same-day service, and may include an exchange plan, meaning that they will exchange your broken scanner for a new one. The length of coverage and level will determine the cost.