How to Choose the Best Flatbed Scanner

While many businesses appreciate the benefits of the "paperless office," there are still many paper documents with which to deal with from clients and suppliers. A flatbed scanner makes digital image files from paper documents, which can then be disposed of or filed away securely without the need for quick access. A flatbed scanner means that the document lies flat on a glass bed and moving parts inside the scanner take the image. This contrasts with sheet-fed scanners, where the document moves through the scanner, just as it does with a fax machine.


Check the scanning resolution. This measures the number of dots per inch used to make up the digital image. If you will only ever view the image on a computer screen, the resolution isn't a major factor. If you are scanning printed documents and may need to print a copy or send the document to somebody who will print a copy, the scanner should be able to scan between 300 and 600 dpi. If you will be scanning photographs and need to be able to print the digital image, look for at least 600 dpi or higher.


Check the color depth, sometimes called the bit depth. This is listed as a "bit" figure and refers to the variety of shades of gray the scanner can process. A higher bit figure means better contrast in the digital image. A 24-bit document will suffice, while for photographs the higher the better.


Check the maximum scan size. This will be important if you regularly deal with larger documents.


Check the connections that the scanner uses to connect with a computer. Most scanners will connect using a USB cable, and some support the faster USB 2.0 connection. If a fast speed is important, verify the speed of the connection.

Some scanners do not need an external power supply and can instead be powered via the USB connection, though this may only work if you connect it directly to your computer rather than via a USB hub. If there is a scarcity of power outlets where you wish to place the scanner, you may want a scanner that can be powered by the USB cable.


Check the scanning speed if you intend to scan a lot of documents. If you will only be scanning an occasional document, the scanning speed won't make much difference once you take into account the time it takes to set up. If you scan many documents and scan them often, a faster speed will improve productivity.


Check what, if any, software comes with the scanner. Some scanners include basic image editing software or software that can convert a printed document into a word processor text file.