When you decide to take the plunge and open your own law firm, you will start thinking about, and looking around for equipment.

The most valuable overlooked equipment item is a good scanner.

Recently, a good friend of mine came to me for advice on opening his new law firm. When it came to equipment, I told him that in 2018, after your phone and computer, a scanner is the item that you will use the most.

I explained that he was lucky because gone are the days where you had to buy a copy machine and a fax machine. Today, you only need a good scanner.

Why You Need a Law Office Scanner

There are many reasons why you need a scanner.

First, nobody mails documents anymore, everything is done online. When I started in 2002, we sent things by email and online, but we also sent a hard copy to the person. Those days are over… digital copy only.

Second, nobody has a file cabinet anymore and you shouldn’t either. Thus, the few hard copies of papers you receive need to be scanned and put in electronic files. While getting a lot better, the Courts here in Arizona still send out paper copies to my office.

Third, every fax I send out is through an online fax service. The service I use is Metrofax. If you want to fax something you will have to put in on your computer.*

* (If you are not familiar with electronic faxes, you just go to their site, upload your document and send it to the fax number you want.)

Click here to sign up for MetroFax.

Now that you understand why you need a scanner, let’s look at which small law office scanner you need.

 

Which Law Office Scanner Should You Buy?

Shopping for a good scanner was very confusing because comparing and reading reviews gives you information overload similar to buying any electronic item. Thankfully, when it comes to a small law office scanner, there’s only one scanner out there.

This is the Fujitsu ScanSnap iX500 Color Duplex Desk Scanner Mac PC

If you do just a bit of research online for law firm scanners, you will surely come across the Fujitsu ScanSnap ix500. While mine is 4 or 5 years old, it works great.

When I bought my scanner, there were more current models available, but every lawyer I spoke to said the ix500 model is perfect for a small law firm.  As of 2018, as long as it is still sold, you really don’t need to pay more for later models.

 

The benefits of the Fujitsu ScanSnap ix500.

There are many benefits of the Fujitsu ScanSnap ix500; however, I’m just going to lay out a few that I’ve experienced in the last few years.

First, the Fujitsu ScanSnap scans very fast. Before using this scanner, I had a very slow all in one scanner, copier, and printer. The Fujitsu ScanSnap scans at a reported 50 pages per minute, and 25 pages double-sided.  I don’t know how this compares to all other printers, but I know that when I have to rush something out to opposing counsel or a hospital’s records office, I can do it quickly.

Second, the Fujitsu ScanSnap is very intuitive. You will be up and running five minutes after taking it out of the box. The ScanSnap Manager software is straightforward to install with an easy setup wizard.

Third, the Fujitsu ScanSnap is very convenient. As you can see from this photo, it is small enough to take with when traveling.

While I don’t take mine everywhere, I have taken it to conferences and when traveling out of town.

Finally, a few other features that I haven’t used but this scanner is known for. It will scan thick documents such as credit cards, passports, and driver’s licenses. Also, you can scan wirelessly and scan directly to Dropbox, Google Drive, or Microsoft OneDrive. For more detailed information on the specs, there are many resources online.

 

ScanSnap ix500 Cost

The Scansnap ix500 is not the cheapest, but it is the best value. I remember paying a little over $400 for mine.

Using the link below you will pay less than $300.

Click here: Fujitsu ScanSnap iX500 Color Duplex Desk Scanner Mac PC 

Despite the cost, you will actually save money because you will save thousands of dollars in the long run. You will save thousands because you will not have to buy printer toner and paper.

I remember the days when my printer toner would cost $120, and I’d have to buy it 3 times per year. Thankfully, your printer will see limited use with a Scanner.

Finally, as stated above, you will not have to buy a fax machine because all the faxes you send are electronic.

In summary, a scanner is the best piece of office equipment you can buy when starting a small law firm.