Do You Really Need All That Paper? Best Scanner Reviews

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Is your paper recycling bin overflowing on a regular basis? Are you tired of hassling with a ton of paper documents and filing systems at your office? Where are you going to keep all that paper anyway? You can save yourself and your coworker’s valuable space and become much more efficient and environmentally friendly all at the same time by investing in an office scanner. There are hundreds of office document scanners on the market. How do you weed through them all? Read our reviews below to see our best scanner choices for your office. You’ll be amazed at how a simple scanner can eliminate so much waste of productivity and resources.

Best Desktop Scanner Reviews

In this article, we’ve focused on medium-level output scanners for office environments. If you’re looking for a scanner that’s a bit heartier, some of our top picks also offer higher-grade models that are excellent for heavy-duty scanning needs.

What is DPI?

Before we get into the reviews, we think it’s important to explain a little more about DPI. DPI refers to the dots per inch (similar to the resolution on a TV or monitor). 72 DPI is standard for web and 300 is typical for print. Anything over 300 is better quality but will output a much larger file (doubling the resolution quadruples the file size) size so it’s not recommended unless you are scanning highly detailed sources like film negatives and slides. Higher DPI also slows down the time it takes to scan a document. For example, a 1200 DPI page could take over a minute where as 300 DPI scans in a matter of seconds. The output image resolution we provide in the specs for each scanner lets you know the available DPI range.

Fujitsu ScanSnap iX500 Scanner Review

Fujitsu ScanSnap iX500#1

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The Fujitsu ScanSnap iX500 Scanner for PC and Mac is our top pick for the best document scanner. This scanner has the largest daily capacity for heavier workloads out of our other reviewed scanners and offers among the highest page per minute scanning rates. It also has a generous fifty-page automatic document feeder and a built-in GI microprocessor that allows for PC-less scanning, so scanned documents can be sent directly to both iOS and Android mobile devices. The Fujitsu ScanSnap even features an automatic receipt and business card recognizer, which allows you to quickly compile data into appropriate databases.

Pros

Cons

  • Extremely easy-to-use interface
  • PC and Mac compatible
  • Fast scanning at 25 ppm (pages per minute)
  • Scan to a ton of apps, including Word, Excel, SharePoint
  • Wi-Fi or USB enabled, Network capable
  • Scans to ScanSnap Cloud
  • Syncs with mobile devices
  • One-button PDF creator
  • Automatic receipt recognition
  • Scans and organizes business card information
  • Heavier than many similar scanners
  • Difficult to locate customer support information on website (but they do offer live chat)

Pricing & Tech Specs

  • Price: $504.00
  • Warranty: 1 year
  • Double-sided scanning
  • Pages per minute: 25 (color)
  • Paper tray capacity: 50 pages
  • Documents per day (recommended): 4,500
  • Output image resolution: 150 to 1,200 dpi (dots per inch, higher is better; see What is DPI? above for details)
  • Maximum paper length: 34 inches
  • Weight: 6.6 lbs
  • Dimensions: 11.5″W x 6.2″D x 6.6″H

Video: Everything You Need to Know About the Fujitsu ScanSnap iX500 Desktop Scanner

Watch how the Fujitsu ScanSnap saves you time and helps you go paperless!

Epson WorkForce DS-560 Review

Epson WorkForce DS-560 Wireless Scanner#2

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Our number two pick for the best desktop scanner is the Epson WorkForce DS-560 Wireless Scanner. Like our winner, the Epson is PC and Mac compatible, scans to the cloud and easily syncs with mobile devices. Its smaller size and lower price also makes it a great choice for home offices and is one of the best desktop scanners we’ve seen. What kept the Epson out of our top spot? While speedy, it doesn’t handle quite the daily workload that the Fujitsu can. And, if you want to connect to an office network via USB cable, you’re out of luck—unless you purchase the network interface unit, which will run you an additional $300! Still, the price is hard to beat for the number of features and level of functionality you get.

Pros

Cons

  • Mac and PC compatible
  • Fast 26ppm scanning
  • WiFi-enabled
  • Syncs with mobile devices
  • Scans to cloud
  • Ability to scan to apps, including Word, Evernote, Excel, etc.
  • Automatically recognizes receipts and business cards
  • A bit smaller than our #1 pick
  • Good customer support reputation
  • Interface not as easy as our #1 pick
  • Doesn’t include network capability
  • Daily recommended output is far fewer pages than our #1 pick

Pricing & Tech Specs

  • Price: $525.99
  • Warranty: 1 year
  • Double sided scanning
  • Pages per minute: 26
  • Paper tray capacity: 50 pages
  • Documents per day (recommended): 3,000
  • Output image resolution: 75 to 1,200 dpi
  • Maximum paper length: 36 inches
  • Weight: 5.5 lbs
  • Dimensions: 11.7″W x 6″D x 6.1″H

Kodak ScanMate i1150 Review

Kodak ScanMate i1150#3

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The Kodak ScanMate i1150 document scanner takes our third spot as best scanner. This scanner is an excellent choice for offices that need extremely speedy but lower volume scanning. Its special technology allows for a whopping forty pages per minute scanning for your first ten documents, making it a great option if you need to scan documents for waiting customers or last-minute needs. It also has a barcode reader and convenient slot for small plastic cards like a driver’s license. What are its downsides? The Kodak ScanMate i1150 isn’t WiFi enabled and doesn’t sync with mobile devices, and it’s significantly heavier than many similar scanners.

Pros

Cons

  • Windows and Mac compatible
  • Intuitive interface
  • Exceptionally speedy scanning for first ten documents
  • Fast default scanning at 25ppm
  • Network capability
  • Separate slot for embossed cards
  • Better warranty than most
  • Excellent customer service
  • Not WiFi enabled (doesn’t sync with mobile devices)
  • No automatic receipt recognition
  • Recommended daily output is far fewer pages than our #1 pick (but same as our #2 pick)
  • Larger and heavier than our top 2 picks
  • Can’t automatically import files into specified apps

Pricing & Tech Specs

  • Price: $376.99
  • Warranty: 3 years
  • Double sided scanning
  • Paper tray capacity: 50 pages
  • Pages per minute: 25 (40ppm for first 10 documents)
  • Documents per day (recommended): 3,000
  • Output image resolution: 100 to 1,200 dpi
  • Maximum paper length: 34 inches
  • Weight: 7 lbs
  • Dimensions: 13″W x 6.3″D x 9.7″H

Best Scanners by Category

In addition to our top three picks for best scanners, we’ve broken down our other top choices based on categories, in case you’re looking for a more specific scanning need. Click one of the options below to jump to a specific “Best Of” category or just keep reading on!

Best Portable Scanner | Best Photo Scanner | Best Flatbed Scanner | Best Mobile Scanner | Best Printer Scanner Combo

Best Portable Scanner: Brother DS-620 Review

Brother DS-620 ScannerView on Amazon

When it comes to versatility, it’s easy to see why the Brother DS-620 Mobile Scanner wins as our best portable document scanner. At an extremely affordable price, this scanner is capable of scanning anything from business cards to 8.5 x 14” documents. Powered via a USB connection, this scanner doesn’t require batteries or an additional AC power supply, which makes it even more portable — and it fits easily into a briefcase! You can save your scanned documents in a number of applications and file formats, including PDF and JPEG. This portable scanner also comes with PageManager, which allows users to organize scanned files as well as edit, save and send them.

Pricing & Tech Specs

  • Price: $89.88
  • Warranty: 1 year
  • Windows and Mac OS
  • Pages per minute: 8
  • Output image resolution: up to 1,200 dpi
  • Weight: .88 lbs
  • Dimensions: 11.4″W x 2.1″D x 1.4″H

Best Scanner for Photos: Canon imageFORMULA DR-C225 Review

Canon imageFORMULA DR-C225View on Amazon

If your office needs to scan photos as well as documents, we highly recommend the Canon imageFORMULA DR-C225 scanner. In addition to a ton of great scanner features (25 pages per minute, WiFi-enabled, cloud scanning, software that syncs with apps, etc.), this scanner has an impressive array of photo features. The Canon imageFORMULA DR-C225 straightens and removes shadows from scanned images, detects color documents and photos in mixed batches and automatically adjusts the output resolution for optimal image quality. This scanner, however, has a couple of potential drawbacks, depending on what you need. It doesn’t sync with mobile devices and doesn’t handle as much daily volume our top document scanner picks.

Pricing & Tech Specs

  • Price: $320.95
  • Warranty: 1 year
  • Windows and Mac OS
  • Double sided scanning
  • Paper tray capacity: 50 pages
  • Documents per day (recommended): 1,500
  • Pages per minute: 25
  • Output image resolution: up to 1,200 dpi
  • Weight: 5.95 lbs
  • Dimensions: 11.8″W x 6.1″D x 8.7″H

Best Flatbed Scanner: Epson Perfection V600 Review

Epson Perfection V600View on Amazon

If you prefer a flatbed scanner, the Epson Perfection V600 Color Photo, Image, Film, Negative & Document Scanner is our top choice. The Epson Perfection V600 does a great job scanning documents, but its real “wow factor” is in scanning photos, negatives, slides and film—with 6400 x 9600 dpi resolution! Features include: the ability to remove tears and creases with both film and prints, one-touch color restoration, and Arcsoft Photostudio. When scanning documents, you can use the Epson Perfection’s Optical Character Recognition (OCR) software that easily converts them into editable text. You can also scan to email, create PDFs, and more.

Pricing & Tech Specs

  • Price: $206.22
  • Warranty: 2 years
  • Windows and Mac OS
  • Weight: 9 lbs
  • Dimensions: 11″W x 19″D x 4.6″H

Best Mobile Scanner: Tiny Scanner Review

Download iOS App

Are you on the go frequently and need to scan something quickly? The Tiny Scanner smartphone app lets you scan documents from your phone. It’s pretty cool. All you do is take a picture and the app is able to straighten it and make it look more like a scanned document than a photo of the document. You can also password protect so people can’t access your scans. It saves all the scans in the app and you can create folders to organize them. You can also upload an existing photo to turn into a scan. Tiny Scanner works well, and best of all, it’s free. The only downside is that it is limited with the number of apps it integrates with.

Best Printer Scanner Combo: Canon PIXMA MX922 Printer Review

Canon PIXMA MX922 PrinterView on Amazon

This printer scanner combo lets you use AirPrint on any compatible iPhone, iPad or iPod touch. This printer scanner also has the ability to fax. With its 35 sheet document feeder you can copy, scan and fax quickly without feeding them in one page at a time. It can also print double-sided without flipping the page over manually. This Canon printer is also Google Cloud Print capable, meaning you can print from anywhere using the app.

Price & Tech Specs

  • Price: $69.99
  • Warranty: 1 year
  • Windows and Mac OS
  • Weight: 25.7 lbs
  • Dimensions: 19.4″W x 15.6″D x 9.1″H

Who Benefits From an Office Scanner?

Office scanners are best bets for a wide variety of businesses—commercial, government, physicians, attorneys and many more. A 2010 study by Purdue University found that a single attorney can go through up to 100,000 sheets of paper in one year alone! Not to mention the carbon footprint this leaves, all that paper usage leads to lost manpower to keep track of it all. With today’s software and technology, there’s just no need to be dealing with so much paper. Consider the benefits versus the relatively low cost of purchasing an office scanner!

Infographic: How to Organize Your Office for Maximum Productivity

Learn how to increase your productivity while minimizing paper and clutter on your desk with this Infographic.

Infographic: How to Organize Your Office for Maximum Productivity

To embed this infographic on your website, simply copy and past the code below:

Other Ways to Stay Clutter Free Around the Office

Staying organized in the office doesn’t end with just scanning full-sized documents. You can also take your clean up and digitizing a step further with receipt scanner. And once you’re done scanning all those papers and filing them away electronically, you can scrap your paper trail safely with a paper shredder.

Do you have any recommendations for offices that want to go paperless? 

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Sally has coupled her passion for writing with her (slight) obsession for the latest high tech gadgets. While she’s not daydreaming about the beach, she’s taking advantage of all the activities her hometown has to offer in the Blue Ridge foothills.

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Barry Scott
I finally got rid of my printer/scanner combo (because I haven’t printed anything in years and it was taking up so much unnecessary space). I got the ScanSnap and love how compact it is and it’s modern design doesn’t make it an eye sore to sit out on my desk. Plus it super easy to scan things like receipts and important documents in a snap! Overall, I really have nothing but great things to say about ScanSnap!