A user is trying to digitize a large batch of documents (1000+ files) and is deciding on the best approach.

It usually comes down to two options:

1. Dedicated scanner

More efficient for pure high-volume work.

Typically supports:

• duplex scanning
• automatic document separation
• batch processing
• structured file naming / export to folders

Works best in centralized office setups where everything goes through one device.

2. Mobile scanning workflow

More flexible and easier to distribute across people.

Advantages:

• each file can be saved as a separate PDF immediately
• automatic naming helps keep structure consistent
• files go directly into folders
• multiple people can scan in parallel
• access via cloud/desktop later

Better for distributed teams or ongoing workflows.

For reference: if we assume ~5 pages per employee on average, that’s ~5000 pages total. Scanned PDFs are usually ~2-6 MB per page depending on quality, so you’re likely looking at roughly 10-30 GB total. Definitely worth checking your cloud limits in advance.

If it’s an ongoing process with thousands of documents per month, a stationary scanner may be more efficient long-term.

Biggest advice regardless of method: define your naming convention and folder structure before you start. It’ll save you days later