Buying a wireless document scanner frees you from cables and creates more flexibility in how you manage your workspace.
Modern workspaces are becoming more dynamic and decentralized, making the flexibility and minimal overhead of wireless document scanners an asset.
In fact, research has found that the most productive offices are those that offer a variety of workspaces capable of accommodating a broad range of work styles, with collaborative spaces situated alongside private ones. These contrasting environments, coupled with the rise of smart office technologies and remote work culture, demand hardware that can adapt to meet the needs of professionals in motion. With their cable-free installation and broad range of network support options, wireless scanners are increasingly becoming the imaging solution of choice for modern knowledge workers.
That said, knowing which type of wireless document scanner is right for you can be challenging, especially considering the various specialized types available. In this guide, we’ll take a closer look at the various options available, their unique benefits, and what to look for when determining which model is right for you.
Check out our guide, Document Scanners: Everything You Need to Go Digital, for even more expert advice and information.
What is a wireless document scanner?
Unlike traditional scanners, wireless document scanners allow users to digitize documents in more ergonomic and accessible ways. Wi-Fi support often allow them to be placed anywhere within an office environment, letting team members share access in ways that are convenient for them.
What are the benefits of wireless document scanners?
Wireless document scanners can digitize the most common paper-based documents, such as contracts, mail, notes, and even personal photographs with the added convenience of being untethered by network cables. They are generally easier to install than traditional scanners and can connect to a higher number of devices simultaneously. What’s more, wireless scanners don’t have to be near a computer to operate — depending on the network’s range, it could be in another room entirely! These benefits create more flexibility when installing and using document scanners in a professional or personal setting.
Did You Know? The ScanSnap family of scanners specializes in versatility and ease-of-use at an affordable price. Click here to learn more.
Choosing the right wireless document scanner
Setting aside image quality, one of the biggest considerations for any scanner is its accessibility. Thankfully, wireless connectivity creates any number of ways to interact with the device — along with a built-in display panel, anyone can theoretically manage them from a remote computer. The downside is that every wireless scanner will need multiple interfaces to support each touchpoint.
It’s important to consider how the scanner will be used in advance. Is its touchscreen interface intuitively designed while granting access to all features? Most importantly, how easily can the on-device panel pull up networked devices to instantly transmit digital documents? Of course, the answers to these questions will vary based on your workspace needs, but all are essential when shopping for a suitable scanner.
If you expect to be scanning documents outside of the office, you’ll likely want to consider a fully portable scanner. These devices are smaller and easier to pack than standard document scanners while still being expressly designed to digitize documents anywhere — ideal for business meetings, hotel rooms, or airport terminals. Most portable document scanners use built-in Wi-Fi signals to deliver documents, including SD cards or USB plugs for manual transfers.
While falling broadly under the category of wireless scanners, portable scanners are practically a category unto themselves. Look for features such as:
- Simplex or duplex sensors that scan single or double-sided pages at a time.
- Wand scanners that digitize pages by manually waving the device overhead instead of using a traditional feeder.
- Device compatibility, such as whether the scanner can communicate with Windows and/or macOS.
Did You Know?LifeWire called the ScanSnap iX1600 the "Best Overall" document and photo scanner of 2024 and said it "is everything you could hope for in a scanner." Click here to read the review.
Our recommendation: ScanSnap iX1600
There is no shortage of options when choosing a document scanner for a workspace or home office. We pride ourselves on spending the last 50+ years designing and developing some of the most beloved electronic products in the world, including a line of award-winning, easy to use, one touch ScanSnap scanners.
The ScanSnap iX1600 is the evolved flagship model of our ScanSnap series. It comes with Wi-Fi connectivity and cloud services support, making it the perfect model for team sharing. In addition, the iX1600 enables high-speed scanning of 40 double-sided pages per minute while a 4.3-inch touch screen bridges the gap between physical and digital interfaces. We believe it’s the best choice for a document scanner that meets all of your workspace needs. Click here to learn more and shop the full line of ScanSnap scanners.
