What Is a Network Scanner?
A network scanner is a type of scanner that can be connected to a computer network.
Instead of connecting directly to the scanner itself, it connects to the computer via a network. This allows for easy access and operation from computers and other devices on the network.
Network scanners are used to convert paper documents into digital data. This is a great way to digitize paper documents used in daily business, such as invoices, receipts, and contracts.
This allows documents to be emailed, stored on file sharing services, or viewed on other devices.
Uses for Network Scanners
Network scanners can be used to convert paper documents into digital data. Below are some of their primary use cases:
1. Automation of Paperwork
Network scanners can dramatically streamline paperwork by automating the digitization of documents. This reduces data entry time and minimizes human error.
2. Information Sharing With Remote Locations
With a network scanner, documents and images can be digitized and immediately uploaded onto the network. This facilitates information sharing with remote team members and partners.
3. Document Backup and Archiving
Network scanners make it easy to back up and archive important documents. This reduces the risk of data loss and allows for instant retrieval of necessary information.
4. Management of Contracts and Legal Documents
Legal documents and contracts are often stored in paper form, but these can be digitized for easy retrieval and access. Some advanced network scanners also offer the ability to restrict access rights to scanned data.
5. Eco-Friendly Office
Digitizing data can significantly reduce the environmental impact associated with the creation and storage of paper-based documents.
These are only a few use cases for network scanners. With proper selection and implementation, these devices can increase productivity and efficiency in any work environment.
Principles of Network Scanners
As the name suggests, a network scanner is a scanner connected to a network, but to understand how they work, we need to consider two main elements: scanning and networking.
1. Scanning
The basic function of a scanner is to convert paper documents and images into digital data. This process typically uses a CCD (charge-coupled device) sensor to read the physical document line by line and convert that information into a digital signal. This digital signal is later reconstructed as an image that can be displayed and edited on a computer.
2. Networking
A unique element of network scanners is their ability to transmit scanned data directly to a network. This is possible when the scanner is connected directly to the network, either through an Ethernet connection or Wi-Fi.
The scanned data is sent directly to a designated network location (e.g., a server or a specific PC). It can also be uploaded directly to email or cloud storage.
Network scanners combine these two capabilities to provide the ability to digitize physical documents and instantly share that data across a network. This greatly improves the accessibility and sharing of information and increases the efficiency of the entire business process.
Other Information on Network Scanners
Network Scanner Features
The main functions of a network scanner include:
- Digitization
The most basic function is the conversion of physical documents and images to digital format. This allows paper-based information to be stored, edited, and shared electronically. - Network Connectivity
Network scanners connect to a network via Wi-Fi or Ethernet. This allows scanned data to be sent directly to any location on the network. - Auto-feed and Duplex Scanning
Many network scanners are equipped with an auto-feeder that allows them to automatically scan multiple pages at a time. Some models also have duplex scanning capability, which makes it easy to digitize documents that are printed on both sides of the page. - OCR (Optical Character Recognition)
Advanced network scanners can use OCR technology to recognize text in scanned documents and convert it into editable text files. This saves significant time in creating searchable PDFs and in data entry. - Security
Network scanners have security features to ensure that data is transmitted securely. These include data encryption, restricted user access, and secure network communications. - Cloud Integration
Some network scanners have the ability to integrate with cloud storage services. This allows scanned data to be directly uploaded to cloud services such as Google Drive, Dropbox, and OneDrive. This not only facilitates information sharing with remote team members, but also improves data backup and accessibility. - Email Sending
There is also the ability to send scanned documents directly as email. This makes sharing information faster and easier. - QR Code Recognition
Some network scanners can read QR codes from scanned documents. This can help simplify automatic document categorization and data entry.
These are only some of the features offered by network scanners. Depending on your usage scenario and business requirements, you can choose a model with a variety of additional features and customization options.
A high-quality network scanner can significantly improve the accessibility and sharing of information and contribute to overall business process efficiency.