Choosing a Document Scanner for Paper Decluttering and Organization

Paper clutter kills the vibe in a modern office: it’s ugly and in the way. If you want to have any hope of finding specific documents you’re looking for, you’ll need bulky file cabinets or document containers. A fast digitization system lets you index documents for quick lookup. Personally, I use a digital scanner to save personal documents, receipts, and even scan artwork and other mementos from my children. This way, per Marie Kondo, I can discard with a free conscience, and I have a great digital scrapbook of memories to return to years later.

The beginning of this journey is a fast and convenient document scanning solution. I’ve used Fujitsu ScanSnap devices for many years, but have also tested & used various scanners in offices and as a reseller. In this post, I’ve compiled a list of the best document scanners for residential and small office use available.

Here’s a quick summary of my top picks.

Fujitsu ScanSnap iX1500 – Best Overall For Home Office
Epson Perfection V600 – Best Scanner for Photos and Artwork
Brother DSMobile DS-940 DW – Best Portable Scanner
Brother ADS-1700W – Best for Receipts and Expenses

How to Select a Document Scanner for Organization

With all the features modern scanners have, selecting the right one can be overwhelming. To keep it simple, I recommend asking yourself the following questions:

Does the scanner have a DADF or Duplexing Automatic Feeder?
How fast does the scanner read?
Is the scanner sheet-fed or flatbed?
Is the scanner reliable?
Is the scanner easy to use?
How does the scanner look and feel?

DADF (Duplexing Automatic Document Feeder)

DADF stands for Duplexing Automatic Document Feeder.

This feature allows your scanner to read both sides of a document automatically.

It also allows the scanner to process stacks of documents automatically. That means no more inserting one sheet of paper at a time.

DADF is an invaluable feature every scanner should have. It simplifies scanning documents and improves productivity.

Scan Speed

Scan speed determines how fast you can scan your documents.

It’s measured in pages per minute or PPM. The higher the PPM, the faster you can scan documents.

For example, a scanner with a PPM of 25 can scan one document every 2.4 seconds. A scanner with a PPM of 50 can scan one document every 1.2 seconds.

Type

There are two main types of scanners: flatbed or sheet-fed scanners.

Flatbed scanners are the traditional scanners. They are the type of scanners most of us know.

With a flatbed scanner, you place your documents between the scanning plate and the scanner door.

Sheet-fed scanners do not have a scanner door. They use a tray system that feeds pages into the scanner.

Compared to Flatbed scanners, Sheet-fed scanners are more efficient and more compact.

I recommend getting a Sheet-fed scanner if you plan to do large jobs or finish projects quickly.

Flatbed scanners are better if you plan to scan images and fragile documents.

Reliability

Investing in a high-quality scanner will give you the most reliable products.

Quality scanners may seem expensive now, but they will save you money in the long run.

Scanners that cost less than $100 won’t last very long. In the end, you’ll have to spend more replacing them.

Typically flatbed scanners are more reliable than sheet-fed scanners.

Because Sheet-feed scanners have more moving and foldable parts, they tend to jam more often.

If you’re getting a sheet-feed scanner, I highly recommend spending money to get a reliable one.

Ease of Use

The best scanners are those with simple, easy to use designs.

I recommend getting a scanner with a scan-button built right in to start scanning documents as soon as I turn it on.

while most commercial document scanners have an LCD screen, the user interface is typically complicated due to the wide range of options.

LCD screens with a simple user interface can make it easy to navigate the different features of your scanner.

Feel and Appearance

The feel and appearance of a scanner depends on how compact it is.

Scan-feed scanners are gaining more popularity for this reason. They are more compact than their flatbed counterparts.

When choosing a scanner, you also want to opt for the option to fold up the scanner tray and exit tray. This is great for keeping it safe when it’s not in use and also gives you an additional room.

Fujitsu ScanSnap iX1500 – Best Overall For Home Office

The Fujitsu ScanSnap iX1500 is the ultimate workhorse scanner.

It’s simple and compact, yet powerful.

It can print up to 30 pages per minute and hold up to 50 pages in one tray. So you can finish large jobs effortlessly.

It’s also equipped with DADF, allowing you to do double-sided prints with ease.

The best thing about the Fujitsu ScanSnap iX1500 is that it’s user-friendly.

It comes with the ScanSnap software and a touchscreen for easy scanning.

The touchscreen has a user-friendly interface, so it’s easy to navigate the scanner’s different features. The touchscreen navigation also gives it a sleek look.

The main downside of this scanner is that you must use the Snapscan software, which is susceptible to bugs and errors. The software has frequent issues and can sometimes delay your scanning process.

There are some reported issues and inconsistencies with the iX500’s ability to scan directly to cloud storage. While sometimes you can scan directly to the cloud, in other instances it doesn’t work at all.

The Fujitsu ScanSnap iX1500 is the perfect scanner for all-around performance. It’s efficient and can complete most tasks with ease.

Brother ADS-1700W – Best For Recipes and Expenses

The Brother ADS-1700W is an excellent scanner for logging expense documents and sheets.

If you own a small business, this scanner is a great option.

It has DADF and a 20 sheet tray, making it easy to load a stack of documents.

This scanner comes with an automatic document feeding at a rate of 25 PPM.

The best thing about Brother ADS-1700W is that it’s easy to use.

Often, when scanners are powerful and versatile, they are complicated. But, that is not true with Brother ADS-1700W.

It comes with a touchscreen with a user-friendly interface. It also has a one-touch scanning option that allows you to scan efficiently.

The Brother ADS-1700W also allows you to detect and adjust the size and orientation of the documents automatically. This feature is excellent when dealing with receipts and documents that come in different shapes and sizes.

This scanner can also enhance color to improve readability. It also comes with a dedicated card reader slot, which is perfect if you scan plastic cards often.

Another great thing about Brother ADS-1700W is its portability. It’s compact and lightweight, so you can easily fold it up and store it out of the way.

One downside is it can’t scan directly to cloud services. If you want to connect directly to your computer, you’d have to a Micro USB cable, which is not included in the box.

The Brother ADS-1700Wt also doesn’t include a built-in battery, unlike similar models in the market.

Overall, the Brother ADS-1700W is perfect for business owners or people trying to track their expenses efficiently.

Epson FastFoto FF-680W – Best Automatic Duplexing Scanner For Photos and Artwork

The Epson FastFoto is one of the fastest photo printers on the market. It is the perfect scanner if you deal with photos often.

The FF-680 is capable of scanning 90 photos per minute. Real-life tests show that it comes in around 75 pictures per minute (still very fast).

It’s also capable of scanning up to 36 pictures at one time. It automatically detects the size of your photos. This feature enables you to scan different sized images all at once.

It has a resolution from 300 DPI to 1200 DPI so that you can produce high-quality photos every time.

If you’re still not happy with the image quality, you can use the software’s auto-enhance option. This feature improves image quality by applying global adjustments to color, saturation, and brightness.

You can also remove red eyes and additional faded color restoration using their software.

To do a before and after, you can keep a copy of both the original scan and enhanced version.

This feature is essential because auto enhancements don’t always produce the best images.

The FastFoto also comes with an OCR scanner, which automatically converts your scans into a searchable PDF.

One of the main complaints of this scanner is the software. While the hardware is exceptional, it’s slow. You may experience slow upload times when dealing with large file sizes.

Epson Perfection V600 – Best Flatbed Scanner for Photos and Artwork

The Epson Perfection V600 is an excellent option for you if you plan to scan photos and artwork.

This scanner delivers exceptional resolution with a DPI of 6400 x 9600.

The flatbed feature is perfect if you need to scan thick photos or different types of artwork surfaces.

The Epson Perfection V600 also comes with slots to fit 35mm and 120mm film in both strips and slides. This feature is excellent if you have plenty of old photos to scan or use film cameras.

Just make sure to position the film properly. Unaligned placement can cause unwanted trimming when scanning film.

There are a few downsides to using the Epson Perfection V600.

One of the main downsides is that the Epson software is not always compatible with MAC or newer versions of Windows. This issue has prompted many users to use 3rd party software over the Epson software.

Another downside of this scanner is its size. Since it is a flatbed scanner, it takes up much more space than sheet-fed scanners. This scanner is not for you if you have limited space. It’s also not an ideal scanner if you prioritize portability.

The Epson Perfection V600 is also not ideal if you’re looking for a fast way to scan photos. Flatbed scanners require you to scan each image separately.

The process can take anywhere from 2 to 7 seconds, depending on the size of the scan.

Brother DSMobile DS-940 DW – Best Portable Scanner

If you are looking for a portable scanner, then the Brother DSMobile DS-940 DW is a great option.

This scanner only measures 12.6 inches and weighs 1.5 pounds. You wouldn’t have any problems carrying it around.

There’s no need to forgo resolution for portability either. Although small, the DSMobile-940 DW has a 1200 max DPI resolution. This is comparable to many home and office scanners on the market.

This scanner is also perfect for scanning on the go. It’s compatible with wifi and USB. Even better, if you don’t have your computer or internet connection, you can directly scan a microSD card.

The design and features are straightforward, so you can start scanning straight out of the box with ease.

There are a few disadvantages to the Brother DSMobile DS-940.

Without a feeding tray, this printer is one of the slower options on this list. You need to feed each paper into the feeder manually, and each scan typically takes around 3.75 seconds per page.

It also doesn’t have an automatic document feeder. If you need to scan many files, then this is not the best scanner.

It is also not ideal for photos or fragile documents. The feeder is quite aggressive and thin, which can damage your older documents and pictures.

WorkForce ES-300W Wireless Portable Duplex Document Scanner with ADF

If you need a portable scanner that can scan fast, then the WorkForce ES-300W is an excellent option.

Its scanning speed is impressive for a compact scanner at around 25 pages per minute or one page every 2.4 seconds.

And despite its size, it offers a decent resolution at 600 DPI.

While it’s not as compact as other scanners, it comes with an automatic document feeder. So you don’t have to insert your documents manually.

The WorkForce ES-300W also comes with a built-in scanner. The battery lasts hundreds of scans, making this perfect for scanning in locations without an outlet.

Another great thing about this scanner is that it’s user-friendly.

You can connect it directly to your computer using a USB. If you don’t have your computer, you can scan with your phone using the app.

The app is perfect if you are dealing with clients. It makes it easy to share and send files from your smartphone.

There are a few downsides you should be aware of before purchasing this printer.

First, the software and app required to use the WorkForce scanner don’t work well with Mac. If you’re a Mac user, expect to have software issues.

Also, there are some instances where users report the battery dying after a short time. If this does happen, contact the manufacturer. A defective battery falls under their warranty coverage, so you should be able to get a replacement.

Supporting Software

To effectively store, manage, and search your scanned documents, you can use additional software.

There are several types of software I’d recommend you use for managing scanned documents:

OCR
Cloud Storage
Backup Software
Document Organizer

OCR

OCR is a character recognition software that will help you convert your files to PDF and make them more searchable.

One of the most popular OCR software is Adobe Acrobat. This software is made by a credible brand, but it’s expensive. If you are looking for a free option, you can opt for PDFElement.

Cloud Storage

It’s always good to keep a backup source of all your files, and Cloud Storage does just that.

Cloud Storage keeps your files safe in case your computer gets lost, broken, or stolen.

Software such as Dropbox, Google Drive, and iCloud are great options for this.

I recommend one cloud storage and one in a physical storage location.

Backup Software

Backup software acts as a safety mechanism to keep your documents safe in case your computer crashes.

I recommend Paragon if you are looking for an advanced backup tool. And EasyUs if you’re looking for a free option.

Document Organizer

If you have many files, then a document organizer is a must.

This software helps keep your files organized. It also provides you the option to share your document with others. The most effective organizing software is one that can automatically organize your files as you scan them.

I recommend File Juggler if you deal with a lot of documents. This software can scan and categorize your files using parameters you establish.

Alternatives To Consider

Commercial Scanners

The scanners on this list are best for those who are looking for home office scanners.

Commercial scanners offer several upgrades to traditional home scanners. The most common upgrades include speed, size, and tray size.

Commercial scanner’s speeds can range anywhere from 100PPM to 700PPM and sometimes faster. This means it generally takes less than one second to scan a single page.

While most home scanners have trays that are 50 pages or less, commercial scanners can have trays that can hold several hundred pages at a time.

Finally, most commercial scanners are larger. This gives them greater DPI and allows for larger scans than traditional scanners.

Fujitsu FI-7700 and Panasonic KV-S8127 are great commercial printers. These printers are state-of-the-art and deliver exceptional results.

Budget-Friendly Scanners

Budget scanners are a great option if you need an immediate solution, but they are not always reliable. These scanners are typically not built to last and will break shortly afterward.

They also typically have fewer features than their more expensive counterparts. Be sure to select a budget option that has the features you need. While some might offer wireless scanning, others may have a DADF (Duplexing Automatic Document Feeder).