Keypoint Intelligence-InfoTrends research shows that about one-third of U.S. companies in paper-intensive industries (i.e., banking, education, healthcare, manufacturing, and retail) have a high-volume centralized production scanner for scanning documents in their office environment. This insight piece will discuss some important benefits of having this type of technology on site.

But first, what is a high-volume centralized production scanner?

Typically, a high-volume centralized production scanner is a scan device with a rated speed of over 50 pages per minute that is priced at over $4,000. The most powerful of these devices can scan over 100 pages per minute and may cost over $35,000.

And how does the use of high-volume scanners tie into company size?

Generally speaking, as company size increases the likelihood of using a high-volume production scanner increases. For instance, Keypoint Intelligence-InfoTrends research shows that in the five paper-intensive industries mentioned above, 7% of companies with 1-99 employees use a high-volume centralized production scanner. This compares with 24% of companies with 100 to 499 employees, 51% of employees with 500 to 999 employees, and 60% of companies with 1,000 to 5,000 employees.

This may relate to the fact that larger companies tend to have more files that need to be scanned. That said, a drop-off in use of high-volume scanners can be seen in companies with 5,000 or more employees.

Figure 1: Percentage of companies (in five print-intensive verticals) that use high-volume centralized production scanners in their office environmentbenefit-scanning

Source: Keypoint Intelligence-InfoTrends research

What are the benefits of high-volume centralized production scanning?

When asked about the main benefits of in-house centralized scanning, companies noted the accuracy of data (59%), improved security (58%), and the ability to handle high volumes of documents (56%). In terms of data accuracy, these devices can go beyond the capabilities of workgroup or departmental scanners to provide even more powerful data capture and optical character recognition functionality. This helps companies guarantee that their data is accurate, which can have life-changing implications in many instances.

Regarding improved security, by having a high-volume scanner in house, organizations can help prevent unauthorized access to their information. Keypoint Intelligence-InfoTrends research shows that in paper-intensive industries between 15 and 20% of organizations (depending on the industry) outsource at least some of their scanning. While this may make the most sense for these companies, it is also true that this scenario gives them less control over their business intelligence.

Survey respondents also noted that in-house centralized scanning gives their companies the ability to handle high volumes of documents. Indeed, the fast speeds of these devices as well as their larger document feeders enable organization to quickly digitize a large amount of paper. This time savings can translate into more time spent on other important areas of the business.

How is in-house centralized production scan volume expected to evolve?

The overwhelming majority of companies in paper-intensive industries indicate their in-house centralized scan volume will increase in the next 12 months. In fact, about 64% say it will increase compared to 7% who say it will decrease (the rest say it will stay the same). The main reason for this is the companies have more documents to scan (76%), as opposed to specific digitization projects in place.

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