How to buy the right Document Capture Scanning Device (and avoid costly mistakes)

Buying a document capture device is often treated as a low-risk, low-impact decision. A scanner is a scanner, right?

Document Capture Devices... it needs consideration!

In practice, this assumption leads to frustration, poor adoption, and disappointing results. Organisations invest in capture technology expecting faster processes, better access to information, and less paper — only to discover that scanning has become another manual bottleneck.

The issue is rarely budget or brand. It is almost always that the device was chosen without considering how documents actually arrive, how often they are scanned, and what the business needs to do with them afterwards.

If scanning is part of a business process — not just an occasional task — the choice of document capture device matters far more than most buyers realise.

Start with an honest look at your scanning reality

Before looking at products, it helps to ask a few practical questions:

• How many documents are scanned in a typical day or week?

• Are they single pages or multi-page sets?

• Are documents clean and new — or folded, stapled, and marked?

• Is scanning feeding a downstream system or process?

In most organisations, the answers reveal a simple truth: scanning is repetitive, document quality varies, and consistency matters. This immediately rules out several popular options.

Why flatbed scanners are the wrong default choice

Flatbed scanners are designed for controlled, one-at-a-time scanning. They work well in environments where documents are delicate, oversized, or genuinely occasional.

They work poorly when:

• Documents arrive in batches

• Pages vary in size and thickness

• Staff need to scan quickly and move on

• Scanning is part of daily operations

Each page must be placed manually. Each scan requires attention. Over time, this slows work, increases inconsistency, and encourages shortcuts.

If scanning volumes are low enough that a flatbed seems acceptable, it’s worth asking whether scanning is actually part of a process at all.

Why smartphone scanning Apps only solve very small problems

Smartphone scanning apps have improved dramatically and are genuinely useful in limited scenarios. They are convenient, portable, and accessible.

However, they are not designed for:

• Batch capture

• Predictable image quality

• Reliable OCR

• Integration with document management or workflow systems

They depend heavily on lighting, angles, and user behaviour. As soon as volumes increase beyond a handful of documents, quality drops and frustration rises.

Mobile apps create images. They do not create controlled input into business processes.

The Case for a Dedicated ADF Scanner

An Automatic Document Feeder (ADF) scanner is purpose-built for real-world document capture.

It assumes:

• Documents arrive in groups

• Pages are not perfect

• Speed and consistency matter

• Scanning should require minimal user intervention

ADF scanners process stacks of documents in one action, handle double-sided pages automatically, and deliver consistent results that downstream systems can rely on.

If scanning supports finance, HR, compliance, customer service, or operations, an ADF scanner is not a luxury. It is the correct tool.

The Top 5 things to consider when buying a Capture Device

1. OCR Quality: Content Over Appearance

The primary purpose of scanning is not to create a high-resolution image. It is to extract usable information.

Good OCR determines:

• How searchable documents are

• How accurate metadata will be

• Whether automation is viable

Poor OCR leads to manual correction, mistrust in the system, and failed automation initiatives. OCR quality should always outweigh headline scan resolution figures.

2. Feeder Reliability and Paper Handling

Business documents are rarely pristine.

Look for feeders that can:

• Handle mixed document sizes

• Process thin paper and receipts

• Cope with folds, creases, and staples

The feeder is the most important mechanical component of a capture device. If it fails, everything else fails with it.

3. TWAIN Support and Integration

TWAIN support ensures that the scanner can work with a wide range of capture and document management software.

This matters because:

• Software changes over time

• Capture requirements evolve

• Automation initiatives grow

A TWAIN-compliant scanner protects future flexibility. Without it, devices often become isolated and under-used.

4. Duplex Scanning and Throughput

Duplex scanning — capturing both sides of a page in one pass — is essential in business environments.

Anything less doubles handling time and increases the chance of missed information. Speed should be measured in documents processed without intervention, not just pages per minute.

5. Build Quality and Duty Cycle

Capture devices are operational tools, not consumer electronics.

Consider:

• Expected daily volume

• Duty cycle ratings

• Vendor focus on scanning rather than printing

A device that struggles under real workloads will quickly cost more in downtime and frustration than a higher-quality scanner purchased upfront.

Why Multi-Function Printers Are a Poor Capture Choice

Multi-Function Printers (MFPs) are designed primarily for printing and photocopying. The scanning function is usually an extension of the copier — not a dedicated capture system.

MFPs assume:

• Clean, flat, new paper

• Occasional scanning

• Image replication as the goal

In reality:

• Documents are aged and inconsistent

• Scanning is repetitive

• The goal is content, not a perfect image

As a result, MFPs often produce poor OCR results, struggle with feeders, and slow users down. They are convenient for copying — not effective for capture.

A note on Scanner Brands

There are many scanner brands available today. Manufacturers such as Epson, Brother, and HP are relatively new entrants to dedicated document scanning, often extending from consumer or print-focused backgrounds.

By contrast, Ricoh has long been a dominant premium brand in document capture, with a strong focus on:

• High-volume scanning

• Feeder reliability

• OCR accuracy

• Enterprise integration

When scanning underpins business processes, experience in capture matters.

Final Thought: Buy for the Process, Not the Paper

The most important rule when buying a capture device is simple:

The value of scanning isn’t the image — it’s what the business can do with the content. Buy accordingly.

Flatbeds, mobile apps, and MFPs all have their place. But for consistent, reliable, process-driven capture, a dedicated ADF scanner is the right foundation.

Everything else is a workaround.