What to Look for in a Document Scanner, and Why We Recommend Kodak Alaris

In this article

1. What causes most scanning problems?
2. How do KODAK scanners protect paper?
3. What is Perfect Page?
4. One range from a single desk to production
5. What software comes with KODAK scanners?
6. Fleets and security
7. How Vision and Beyond helps
8. Choosing the right model
9. Common pitfalls
10. Frequently asked questions
11. Where to start

Most scanner problems are not about speed. They come from paper that jams, pages that feed through together, documents that scan badly, and setups that behave differently from one desk to the next. A scanner that handles those well saves far more time than one that is a few pages a minute faster.

This guide explains the features that decide how a scanner performs day to day, and why Vision and Beyond recommends KODAK scanners from Kodak Alaris. The reasons are specific, and the figures can be checked for the model you are considering.

What causes most scanning problems?

If you ask people who scan every day what slows them down, the answers are rarely about speed.

• Pages that feed through together. Two sheets stuck together can mean a missing page that nobody notices until it is needed.
• Jams and damaged originals. Staples, clips, creased or thin pages stop the scan and can tear the paper.
• Poor-condition paper. Old, curled, thin or mixed documents are the norm in real offices, not the exception.
• Images that read badly. Faint print, coloured backgrounds and shadows cut OCR accuracy, and large files slow everything down.
• A fleet that does not match. Different settings and software on every desk means support calls and inconsistent results.

A good scanner is built to deal with these before they become your problem. The rest of this guide looks at how.

How do KODAK scanners protect paper?

This is where KODAK scanners earn most of our recommendation. The N2000, S3000 and S5000 series have a set of protections that work together:

• Ultrasonic multi-feed detection. The scanner senses when more than one sheet enters at once, and stops. On the N2000 series, there are four sensitivity settings and an interactive recovery step, so the operator can deal with the problem and carry on without rescanning the batch.
• Length detection. Listed on the S3000 and S5000 series alongside multi-feed detection, it checks the length of each page as it passes through.
• Intelligent document protection. The scanner listens for the sound of feeding problems, such as an obstruction or a page about to crumple, and stops before the page is damaged.
• Metal detection. The S5000 series can detect stray staples and paper clips before they damage the pages or the machine.
• Controlled stacking and a rear exit. Pages leave the scanner in an orderly stack, and a rear exit gives a straighter path out.
• Enhanced jam recovery. When a jam does happen, it is easier to clear and resume.
• Fragile mode and adjustable feed tension. The S5000 series can be set for delicate originals.

The result is that operators spend less time babysitting the scanner, and fewer pages are missed or damaged. For anyone scanning records or legal documents, that matters more than a few extra pages a minute.

What is Perfect Page?

A scan is only useful if it can be read, by people and by software. KODAK scanners use two technologies aimed at that.

Perfect Page is Kodak Alaris's image processing (Kodak article). It is designed to capture difficult originals cleanly on the first scan, and to deliver a good image at a small file size. It is built into the whole KODAK range, from the E series to the S5000 series.

Dual-light illumination is used alongside Perfect Page on the E and N series. It helps capture difficult originals cleanly and supports high OCR read rates.

Why this matters in practice:

• Better text recognition. Cleaner images give OCR and data extraction a better start, so fewer fields need checking by a person. See our guide on from OCR to AI.
• Smaller files. Less storage and faster sharing, with no need to compress heavily afterwards. Our guide to scanned file types explains the trade-off.
• Fewer rescans. The first scan is usable, so time is not spent redoing pages.

The best test is your own paper, so we recommend scanning a sample of your hardest documents before you decide.

One range from a single desk to production

The KODAK range covers most needs, so you can match the scanner to the job and keep the same way of working. "Recommended daily volume" is a planning guide, not a limit.

Speeds are the manufacturer's ratings and depend on the settings, software and computer used. Each scanner captures both sides in one pass, so a 60 pages per minute scanner produces up to 120 images a minute. The S2085f, S3060f and S3100f add an integrated flatbed for books and fragile items. Our scanner finder narrows the choice from your own volumes and paper.

What software comes with KODAK scanners?

A scanner is only half of the capture process. KODAK scanners come with a common set of tools, so what you learn on one carries to the next.

• Standard drivers. TWAIN, ISIS and WIA drivers let the scanner work with most capture and document management software, so you are not tied to one product.
• Smart Touch. One-touch scanning to the places you use most, such as a folder, email or a searchable PDF.
• Capture Pro. Capture Pro comes in two forms. Capture Pro Limited Edition is the free version you can download for the E1000, N2000, S2000, S3000 and i4000 series scanners. It covers batching, separating documents by blank page, page count or barcode, indexing by barcode or OCR with a limited number of index fields, and PDF/A, compressed or password-protected PDFs, and output to searchable PDF, TIFF, JPEG, email or SharePoint. Full Capture Pro is a licensed product for larger or more automated projects. It adds features such as database lookup, double-key data entry, check-box (OMR) reading, scanning several batches at once, quality control, a full programming interface, central management across many scanners, and automatic import of files from other devices. Full Capture Pro also works with scanners from other manufacturers, and it is the Capture Pro option for the S5000 series, which does not include the Limited Edition. The Limited Edition upgrades to the full version with the same screens, so teams can start free and grow. Kodak's Capture Pro brochure (PDF) describes the full version, and its comparison chart (PDF) sets Smart Touch, the Limited Edition and full Capture Pro side by side.
• Info Input Solution. Intelligent document processing software that automates the journey from the moment a document arrives to the data reaching your system.

For most customers, that means a straightforward start with the software included, and a clear path to more automation as needs grow. Our guide on what happens after the scan shows where that leads.

Fleets and security

For organisations with many offices, the challenge is making scanning work the same way everywhere, and keeping it safe.

The N2000 series is built with that in mind. It is a network scanner with a 3.5 inch touchscreen and a set of security features: secure boot with signed firmware, so only trusted code runs, and encrypted connections. It is aimed at organisations that need scanning to work the same way everywhere, from a single desk to a global fleet.

The larger S3000 and S5000 series also have a 3.5 inch or 7.5 inch colour touchscreen with operator controls, which makes day-to-day use straightforward for people who are not scanning experts.

If you manage more than a few scanners, ask about how they are set up, updated and supported. A consistent range, with the same software and settings, makes that much easier.

How Vision and Beyond helps

The right scanner is only part of a good result. Vision and Beyond is an authorised reseller of Kodak Alaris, and we work with you from the choice of model through to the day it is running.

• Choosing the model. We look at your paper, volumes and where the scanner will sit, and recommend the smallest scanner that does the job well. Our scanner finder is a good place to start.
• Setting up capture. We configure the software so scanning starts in the way your team works, whether that is one-touch scanning or a full capture process with indexing.
• Connecting to your systems. We build the integration so files and data arrive in your document, records or business systems automatically.
• Larger formats. For drawings, plans and maps, we also supply large-format scanners.
• Outsourced scanning. For backlogs and incoming mail, we can organise scanning and a digital mailroom through our partners, so your own scanners handle what you want to keep close.
• Staying involved. We remain your contact after installation, so questions and changes go to one team.

Choosing the right model

A few questions point to the right scanner quickly:

1. How many pages a day, and how many people? One desk, a department or a shared room lead to different models in the table above.
2. What is the paper like? Thin, curled, stapled or mixed documents benefit most from the paper handling features.
3. Do you need a flatbed? Books, bound items and fragile originals suit a model with a flatbed, such as the S3060f.
4. How wide is the paper? The E and N series take up to A4 or legal width, and the S3000 and S5000 series take up to A3.
5. Where does the data go? If the files feed a business system, plan the capture software and integration at the same time.
6. How will it be supported? For a fleet, consistent models and settings keep support simple.

If you are between two models, we usually suggest the one with more capacity than today's volume. Volumes tend to grow, and a scanner working well within its range is more reliable and lasts longer.

Common pitfalls

• Buying on speed alone. A faster scanner that jams or double-feeds is slower in practice.
• Choosing too small. Running a scanner at the top of its range every day wears it out sooner.
• Not testing your own paper. Scan a sample of your hardest documents before you buy.
• Ignoring the software. Capture and indexing decide how useful the scans are afterwards.
• Mixing models across offices. Different scanners and settings multiply support effort.
• Forgetting the paper you cannot feed. Books, fragile items and oversize drawings need a flatbed or a different scanner.
• Treating all figures as promises. Speeds and volumes are the manufacturer's ratings, so allow for your own conditions.

Frequently asked questions

Why does Vision and Beyond recommend KODAK scanners?

Because of how they handle paper and images: ultrasonic multi-feed detection, jam protection, Perfect Page image processing, and one range with common software from a single desk to production.

What is Perfect Page?

Kodak Alaris image processing designed to capture difficult originals cleanly on the first scan and deliver a good image at a small file size.

What is the difference between Capture Pro Limited Edition and full Capture Pro?

The Limited Edition is free for E1000, N2000, S2000, S3000 and i4000 series scanners and covers batching, separation, basic indexing and output. Full Capture Pro is licensed and adds database lookup, OMR, multi-batch scanning, a full API and central management. The S5000 series uses full Capture Pro.

Does a faster scanner always mean better results?

No. A faster scanner that jams or feeds pages together is slower in practice, so paper handling and image quality matter as much as speed.

How do I choose the right KODAK scanner?

Start with pages per day, paper condition, whether you need a flatbed, paper width and where the files go. The scanner finder narrows the choice.

Where to start

Begin with what you scan today: the type of paper, how many pages a day, and where the files need to go. That is usually enough to narrow the choice to one or two models.

Vision and Beyond is an authorised reseller of Kodak Alaris, and we help with the choice, the setup and the connection to your systems. If you would like to talk it through, send us a message with the kind of documents you scan, roughly how many, and what you need to do with them.

These guides may also help:

• How to Choose the Right Scanner
• From OCR to AI: Getting More From Your Documents
• What Happens After the Scan
• Outsourcing Your Document Process