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Scanning Documents

With a Xerox multifunction printer, you can scan to create both a print and digital copy of any document that can then be easily archived, stored, shared, retrieved, emailed, faxed or printed. If you are not certain what you are looking for in a multifunction printer, you can review our detailed list of considerations for selecting a small business multifunction printer.

Recommended Scanning Equipment for Scanning Documents

Black & White Multifunction Printers
WorkCentre™ 3210/3220 - True office productivity on your desktop. - $299 (after rebate)
WorkCentre™ 3315/3325 - Compact, high performance, outstanding value. - $399 (after rebate)
WorkCentre™ 3550 - High-impact features designed for busy workteams. - $1,099
WorkCentre™ 5325/5330/5335 - Optimized office efficiency. - $6,100

See all black and white multifunction printers ›

Color Multifunction Printers
WorkCentre™ 7830/7835/7845/7855 - Copy, print, scan, fax, email and ConnectKey transform the way you work. - $14,748
ColorQube™ 9301/9302/9303 - A3/Tabloid-sized Solid Ink color MFP with ConnectKey and flexible pricing plans - $22,299
WorkCentre™ 6605 - Colorful and approachable - the color MFP for your small workteam - $999
WorkCentre™ 6015 - Vibrant color and efficiency in a compact design. - $449
WorkCentre™ 6505 - Multifunction performance plus outstanding color quality and reliability. - $549 (after rebate)
WorkCentre ™ 6400 - Full-featured power in a desktop device. - $3,699
ColorQube™ 8700 - Cartridge-free ink creates less printing waste than laser technology - $2,499

See all color multifunction printers ›

Scanning & Distribution Software
Xerox ConnectKey for SharePoint - Capture and route directly to SharePoint folders
Xerox SMARTdocument Travel™ - Automate your repetitive document capture workflows
Scan to PC Desktop™ - Routes files to your desktop, email or archive folder
Nuance ScanFlowStore™ - Simply create digital text-searchable archives

See all document scanning software ›

How You Can Improve Efficiency With Scanning Documents

Scanning powers the conversion of paper to electronic documents, creating opportunities to increase efficiency in each phase of your document workflow.

1. Capture

Scanning documents allows you to:

- Create text-editable/-searchable electronic files of your hard copy documents
- Easily convert paper documents to compact, universally viewable PDF files
- Enable electronic archive, management and distribution of critical documents

2. Store

Storing documents electronically allows you to:

- Eliminate paper clutter and storage costs
- Better organize and archive your documents
- Enable fast, easy document retrieval
- Protect against hard copy damage, fading and loss

3. Manage

Managing documents electronically allows you to:

- Access documents remotely
- Speed document search and retrieval
- Enable audit trails, security and controls
- Eliminate document handling, shipping and faxing costs

4. Distribute

Electronic documents can be quickly and cost-effectively distributed to:

- Network folders, websites and content management systems
- Remote printers, email and fax recipients
- CD's, USB memory devices and other media

Considerations When Evaluating Scanning Equipment

Ability to meet the different needs within your workgroup through a range of scanning speeds, document handling capacity and scalable features
Concurrency of scan/fax/print/copy functions so that more than one function is available at a time
Variety of file compressions; small sizes to reduce network traffic and large sizes for fine detail
Security features to control access and comply with information security policies, such as user authentication, secure address books, file encryption and file deletion
Scanning software solutions available that can simplify workflow and integrate scanned documents easily with other applications and document management systems
Scan to destination options such as scan to email, PC, network, USB memory devices