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Top 16 Best Scanners For Document Management Of 2023

Brandon Forder
  Sep 27, 2023 7:31 AM

Investing in a high-quality scanner for personal and professional use can bring you much closer to your goal. While there are many options out there, we have compiled the finest of the bunch for your perusal. You need only consider the answers to the following questions before drawing your final conclusion and making your purchase.

My first question is whether or not you require a portable document scanner. rather than a stationary desk ornament? If the second is true, a desktop scanner is what you need. If you do a lot of traveling, though, you might be better off with one of the best portable scanners you can take with you. There are a variety of portable scanners available, and they make it simple to bring scans of important documents to off-site client meetings. These scanners are ideal for contractors and estimators who need to digitize paper documents in a hurry.

The time spent scanning documents is the next factor to think about. Using an automatic document feeder, a sheet-feed scanner allows you to scan multiple sheets at once, making it ideal if you need to scan a lot of pages frequently (ADF). In addition, a duplex scanner, which can scan both sides of a sheet at once, is preferable than a simplex scanner because it will save you time.

Money is another consideration that must not be ignored. Are the costs associated with your choice acceptable or excessive? Is there an affordable brand that meets your requirements? Think about whether you'd prefer a wired or wireless connection to your computer, and whether or not you'll be using a mobile device with your scanner (Android or iOS).

Do you require it to print documents and photographs in full color? If you only need to scan text documents without images or graphs, a simple black and white scanner will do. On the other hand, a color scanner is ideal for scanning papers with charts and tables, as well as capturing true-to-life photos. If your workplace processes a wide variety of documents, including some that aren't standard letter size, such as business cards, receipts, and other small items, you might look into purchasing a multifunction device.

One further thing to think about is how detailed of a scan you need to do. The DPI scale measures how sharp an image is. A higher rating indicates a clearer picture. More dots per inch, in practice, means better sharpness and color fidelity.

Look at our recommended products to learn more about the best scanners for document management.

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Last update on 2023-09-27 / Affiliate links / Images, Product Titles, and Product Highlights from Amazon Product Advertising API

Buying Guide

Scanning speed

Each side of a sheet of paper is considered one "image," whereas the scanner's speed is reported in pages per minute (ppm) or images per minute (ipm), depending on which unit is being used. Whether you're scanning in color, black and white, or grayscale, as well as the paper size, can all affect how quickly your scans are processed. Manufacturers' specs may differ slightly, but they often apply the same assumptions across brands ("40 ipm/20 ppm for letter size at 200 dpi," for instance) which allows for reliable comparisons.

Single-pass duplex scanning

A duplex scanner can scan both sides of a page in one pass, eliminating the need to manually flip the paper over. (Simplex scanners refer to devices that can only scan one side at a time.) This time-saving function is standard on today's desktop document scanners.


Most current designs can read both sides of a page in a single scan. When scanning in duplex, some flatbed duplex scanners pull the paper through completely on the first pass, and then pull it through again along a different path to scan the second side. This double-checking procedure adds a lot of time to the scanning process. Though the advertised ipm speed is exactly twice the ppm speed, you have a single-pass duplex scanner, even if the manufacturer's marketing materials don't specify which type of duplex scanning is employed.

Duty cycle

The duty cycle is the maximum number of pages per day that a scanner can do without getting too hot or wearing out too quickly, as determined by the manufacturer. A duty cycle of 500 pages per day is more than sufficient for home and small office use; however, if you intend to keep your scanner extremely busy, you should search for one with a duty cycle greater than the amount of pages you anticipate scanning on a daily basis.

Ultrasonic double feed detection

Multiple-page alerts are becoming standard on many modern scanners. That's useful, but preventing multiple feeds would be much better!


The amount of available space will be the primary factor in determining the size of the scanner you should purchase. You generally don't want a bulky scanner if your workspace is limited. In any case, your project specifics should inform your decision on the appropriate scale. Scanning hundreds of pages every day? You'll need a large, high-capacity auto-feed scanner. An inexpensive, single-page scanner will serve your needs if you only need to scan a few pages per day. Below, you'll find the specifics about the size (in inches) of each scanner.


Dots per inch (dpi) is a common unit of scanner resolution (DPI). When the DPI is increased, the scanned images improve in quality. You definitely don't need the maximum resolution of 9,600 DPI that some high-end scanners offer unless you plan on blowing up a small photo to poster size. A flatbed scanner with a resolution of 600–1,200 DPI will serve most people's needs. Since you'll simply be scanning text with a sheet-fed document scanner, a DPI higher than 300 isn't necessary.

Scan to cloud

When working with a large number of documents, having a scanner that can upload scans directly to the cloud is a huge time saver for anyone who stores their files in the cloud.


While the most majority of scanners just require a USB cable to connect to a computer, there are some that also feature wireless networking capabilities, which can come in handy in a business setting or when sending a document wirelessly to a device lacking a USB port.


Can my scanner only scan images or documents into a computer?

It's true that some scanners can only scan images into a computer, but others can link to Android and Apple devices over WiFi and transmit documents immediately to a tablet or smartphone.

What kind of software should my scanner come with?

Software that is along with your scanner can simplify and improve your scanning experience. We've already covered optical character recognition (OCR) software, which can convert a scanned image into editable text, but your scanner might also include photo editing and color restoration software, report-creation tools for use in accounting or business, and a PDF converter. With the right software, you can easily organize your scanned papers and share them via email or cloud storage.


Scanning documents helps you save time at work and feel more at ease knowing that your important documents are safe. Scanning documents can also help businesses continue operating effectively during times of downsizing or staffing changes such as relocation or layoffs. Avoid putting your documents at danger by keeping them in their paper form and start scanning them today.

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