The best machines for fast data digitization

If you are looking to digitize lots of data, there are a number of different ways that you can do it. More and more digital imaging solutions are being produced each year. The only trick for you is to determine what your particular needs are and then decide which of these different digital imaging solutions is best for your company.

As a company, you need to protect your data. You also need to be able to access your data easily. Your data isn't only stored in electronic form however, as you well know. You have tons and tons of files and different papers that have vital information on them. The traditional method of archiving data-packing everything in boxes and then locking it away-is an option, of course.

But this archival method makes retrieval incredibly difficult, it takes up a ton of room, and it puts your important data and records in danger from thieves, or from the elements, such as water. A leak in your storage unit could end up in the destruction of all of your records. Consider digitizing your data so that not only is it easy to recall, but also it is much easier to store and to protect, and much safer too.

HP digitizing options

HP offers a number of different products designed to make your paper digitization go a lot smoother. For example, MFPs, or multifunction products, and AIOs, or all-in-ones, are machines that combine scanning, digital sending, copying, faxing, and printing, all in one.

If you choose an MFP, then you can have the scan-to-email tool along with the scan to file-folder tool already included in your machine. MFPs also come with monochrome and laser printing, copying ability, and faxing.

You also have the option to purchase HP Digital Sending Software 4.0. This software can increase your effectiveness as a company by streamlining the process whereby documents are sent to printers, network folders, FTP sites, and fax services. Everybody is on the same page, and it takes hardly any effort to send a document to everyone in your office-both in the cubicle next to you and in your office across the country.

HP AutoStore is a program that also helps you route your information to a number of different applications that let you manage your documents. Some examples are Lotus Notes, Microsoft SharePoint Portal Server, and Microsoft Exchange.

If you want to go with an MFP, then your best bet might be the HP Color LaserJet 4370mfp. This machine allows color scanning so that you can bring color into your data when you digitize it. This machine also prints and copies at speeds up to 30ppm. If you want a small machine because you don't have a lot of space, go for the HP LaserJet 4345mfp. This MFP only has black and white capabilities, but it is small and compact and offers a high standard of performance.

If you have a number of people in your office who are going to be using the same machine for data digitizing, then you might want to try out the HP Officejet 9100 series. This machine is suitable for groups of up to 15 people. It has high volume capacity, can send information digitally, and has a 5-in-1 color inkjet. It's a great way to turn your hard copies into digital data, and also has send-to-file folder and fax archival features. IT comes with the ability to scan, print, and fax, in color.

The HP Officejet 9100 series is an office document management center for workgroups of up to 15. Network-ready, this high-volume color all-in-one with digital sending is a dependable 5-in-1 color inkjet device. Use it to archive hardcopies and faxes with send-to-file folder and fax archival features, as well as to produce quality color prints, scans, and faxes.

Don't want to get this involved? Then consider buying a scanner. Make sure that you buy one that can scan quickly though, and that has optical character recognition to aid in accurate digitizing of your data. Try the HP Scanjet 7650, the HP Scanjet 7800, or the HP Scanjet 8270.

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