For years now, I’ve held onto the dream of going paperless — a dream that was usually shattered with an afternoon of clumsy scanning on a substandard consumer scanner and a few paper cuts. Every couple of years, I check back in on the state of the art and think about giving it another try. In the past, I’ve mainly been scared away by a very simple barrier: the lack of a reasonably-priced scanner with a document feeder that works consistently. I definitely didn’t want to spend my limited spare time placing documents on a flatbed scanner.
Over the past few weeks, I’ve been doing my latest round of research on going paperless and nearly every success story I’ve seen has one scanner at the center of it: the Fujitsu ScanSnap (if you’re using a Mac, the specific model is the Fujitsu ScanSnap S500M). By all accounts, the Fujitsu ScanSnap scanner is the iPhone of document scanners (or, judging from the near-universal praise for the ScanSnap — which has been around for a while — the iPhone is the ScanSnap of phones?) No scanner seems to come close for going paperless.
The ScanSnap can scan up to 18 pages per minute (double-sided, so that’s really 36 pages) and the feeder tray can hold 50 pages. Judging from what I’ve read about the scanner, you can clear out your filing cabinet in fairly short order with this little workhorse. It’s definitely not cheap (~$450), but it does come with a full version of Adobe Acrobat 7 Standard (the latest version of the ScanSnap for Windows users, the S510, comes with Acrobat 8, but I couldn’t find an update to their Mac scanner).
Some other random notes from my research:
People who use the ScanSnap with the Mac seem to highly recommend DEVONthink Pro Office, a piece of software with the tagline “meet your second brain.” I’ve run across many mentions of DEVONthink in my occasional GTD spasms, so it might be time to check it out seriously. Wally Grotophorst, a librarian at George Mason University, writes a bit about the magic of DEVONthink and the ScanSnap. According to Wally, DEVONthink has a nice “see also” function as you’re browsing your documents, so if you’re looking at one of your scanned documents (which DEVONthink fully indexes for search), the software will recommend related documents. Compare this to flipping through a filing cabinet.
Other people seem to really like Yep, which is billed as “iPhoto or iTunes for documents.” Yep supports tagging of documents (it can determine the tags algorithmically from the content of your scanned documents) and even has a built-in tag cloud. While a tag cloud with terms like “insurance” and “taxes” isn’t as sexy as a Flickr tag cloud, it’s certainly more useful. Chris Gulker has a nice mini-review of Yep — check it out.
I’ve collected a few links to ScanSnap resources tagged as scansnap in my del.icio.us feed. Needless to say, I placed my order today and hope to be posting more about my paperless experience soon (and posting more in general — what a busy 2007 this has been!)