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From Document Manager Magazine Vol 18 No 03 - June 2010

Peter Silcock, Market Development Manager for Epson UK comments on document management for small businesses.

"The paperless office has been predicted for years without becoming a reality. However I do think we are moving in that direction. If you look around any office now compared with even 5 years ago, you will see less paper and less filing cabinets and binders! This doesn't mean that people are storing less; it's just they are increasingly doing so electronically.

"InfoSource's Western Europe Business Scanner forecasts predict that the UK personal desktop scanner market is set to grow 18% annually between 2010 and 2014 and the desktop scanner market by 15%.

"Document management is as relevant for small businesses as it is for large corporates. A small business may not invest in a sophisticated document management system but still needs to put in place an organised method of scanning, storing and importantly retrieving electronic documents.

"The move to electronic storage has been driven in part, I believe, by the growth in multi-function inkjet printers used in the home and small business. These have meant that users have become used to having a scanner to hand and more confident about  scanning and storing paperwork. Many of these users are now looking to progress to a stand-alone scanner which gives them more functionality and speed than a flatbed scanner incorporated in a printer. I think we will see market growth particularly in A4 sheet fed scanners that can be used by individual users and small work groups.

"The other driver to more electronic storage has been the recession. All businesses, large or small, have been looking at their operating costs; keen to improve efficiency and reduce costs in whatever area they can. Hard copy documents need binders and cabinets to be stored in which cost money. A slightly less obvious cost is the space those cabinets take up. Electronic storage would free up that space to be used for other purposes and might even, for a small business, prevent the move to larger premises or the rental of storage space.

"Less easy to cost but still important is the increase in efficiency. A well organised electronic storage system means documents can be accessed quickly by multiple users. Gone are the days of wading through a file to find the copy you want, or worse, finding that someone else has taken the file and not returned it.

"So what should a small business be looking for when purchasing a scanner? Firstly look at the scanning speed and think of the volume likely to be scanned in one batch. Efficiency will not be improved if the scan speed is slow or only small batches can be scanned at a time. To ensure maximum use check that the scanner can be connected to a network, can handle a variety of paper sizes and weights and that it can scan double sided documents with ease. Make sure that the scanner is energy efficient; many Epson scanners use ReadyScan LED technology which means users can start scanning in an instant and use up to 40% less energy than a traditional light source. And finally don't forget to check out the warranty; not only the length but whether it is on-site, as Epson offer, or has to be returned to where it was purchased."

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