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Find the PDF Scanning Software That Fits You Best

Looking for PDF scanning software? Not all scan software is created equal. You'll find that different programs vary in both their ease-of-use and their effectiveness. What features should you look for in a PDF scanning solution? Is it possible to find a good all-around choice? Absolutely. And it's FileCenter, the low-cost leader in PDF scanning software. In this article, we'll take you through the main considerations, point out key features you need to look for, and show you why we recommend FileCenter.

Article Summary:

  • Is the scan software compatible with your scanner?
  • Does it give you a searchable PDF?
  • Will the scanning software shorten the number of steps it takes to scan? Does it facilitate bulk scanning?
  • Where does the PDF scanner software save your files?
  • Jump to our recommendation »

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Is the Scan Software Compatible with Your Scanner?

Scanners fall into three broad categories. Unfortunately, not all PDF scanning software works with every kind of scanner. The three categories: network scanners, TWAIN scanners, and standalone scanners.

Network scanners are the large, freestanding printers that will double as scanners (even though their primary function is to be a printer). The sure sign that it is a network scanner: 1) it isn't connected to a computer, and 2) it saves scans into a folder on the network (or perhaps emails scans to you).

TWAIN scanners, the most common type of scanner, are the typical desktop scanners. They can be flatbed, or upright sheed-fed scanners which automatically pull pages through. TWAIN scanners are always connected to a computer, either with a USB cable or through a wireless connection. The TWAIN designation simply means that have a TWAIN driver, which is a very technical way of saying that any program can link to the scanner.

Standalone scanners, look just like TWAIN scanners, except they don't come with a TWAIN driver. This limits the number of programs that can use the scanner. The most common stand-alone scanner: Fujitsu's ScanSnap.

Most PDF scanner software will only work with the second category: TWAIN scanners. But FileCenter paperless scanning software can work with all three. If you have a TWAIN scanner, you will be able to take advantage of the full power of FileCenter's scanning tools. If you have a network scanner, you can use FileCenter's Inbox to access your network scans. And if you have a ScanSnap, you can take advantage of FileCenter's special ScanSnap integration.

Does the Scanner Software Give You a Searchable PDF?

Scanners take pictures. Period. Putting it another way, even though you have scanned a PDF, and even though you can see words in the scan, your computer only sees is a picture. What does that mean if you hope to search the body of this PDF for keywords? It means you can't ... unless you make the PDF searchable.

Making a PDF searchable requires an extra step that other PDF scanning software may or may not do (but probably not). It must perform Optical Character Recognition (OCR) to turn the pictures of words into real words. Does that sound technical? It is. Which is why you shouldn't have to worry about it. FileCenter will automatically take care of this for you, without a single mouse-click on your part. Leading us to the next consideration ...

Will the Scanning Software Shorten the Number of Steps it Takes to Scan? Does it Facilitate Bulk Scanning?

Even though PDF scanning has always been a chore, it doesn't have to be. The current generation of desktop PDF scanners is incredibly fast, some able to scan a page a second or better. So now the speed bump isn't the scanner, it's the software interface and workflow? You need a scanning software solution that keeps your hand off of the mouse as much as possible. You shouldn't have to click the mouse a dozen times for every scan. FileCenter goes out of its way to trim down and automate the scanning process as much as possible. With features like scanning profiles, automatic PDF naming, and automatic PDF separation and routing, you'll be able to scan, name, and save entire stacks of documents with just a couple of mouse clicks.

Where Does the PDF Scanner Software Save Your Files?

Some PDF scanning systems seem very easy to use. But their users fail to realize that the system is storing all of their scans in a database instead of as Windows files. Fast forward a year. The user decides to switch to different PDF scanning software and discovers, to their horror, that a full year's worth of scans is locked in a database and they can't get the scans out.

The only place you should save your scans is as regular Windows files in regular Windows folders. This guarantees you unconditional access to your scans. It also lets you put your scans into Cloud services like DropBox, Google Drive, or OneDrive (if that's what you want to do. Fortunately, FileCenter always saves your scans as regular Windows files in regular Windows folders. But it also goes a step further: FileCenter gives you an easy file cabinet interface that makes organizing and finding your scans a snap. You can put the rest of your files, like Word documents, spreadsheets, and digitil photos there too!

Our Recommended PDF Scanning Software

FileCenter bends over backwards to make PDF scanning not just easy, but powerful and efficient. With full support for searchable PDF, many tools for facilitating bulk scanning, a built-in PDF editor, and a clean interface that users rave about, FileCenter can take you all the way from being smothered in paper to a paperless office. Download a free trial today!

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