Document Scanners in Kenya: How To Buy the Best

Document Scanners in Kenya: How To Buy the Best

Today more than ever, the need to digitize paperwork has become increasingly important. Document scanners in Kenya offer a convenient solution to convert physical documents into digital images. Whether you’re a business owner or an individual looking to organize and store your paperwork, a document scanner can be a valuable tool. In this guide, we’ll explore what document scanners are, their benefits, and how to choose the best document scanner in Kenya.

What is a Document Scanner?

A document scanner is a device designed to convert paper documents into digital images. It works by capturing the content of a document and creating a digital replica that can be stored, edited, and shared electronically. Document scanners are widely used to digitize a variety of documents, including business cards, receipts, invoices, photographs, and more. By eliminating the need for physical storage, document scanners help save space, improve efficiency, and protect important documents from damage or loss.

There are two main types of document scanners available:

  1. Flatbed Scanners in Kenya: Flatbed scanners are the most common type of scanner. The device has a glass surface on which the document is positioned, and a light source scans across it to capture the image. These scanners are versatile and can handle various document sizes and thicknesses.
  2. Sheet-Fed Scanners in Kenya: Sheet-fed scanners are designed to scan multiple documents in a sequential manner. They have an automatic document feeder that feeds the documents into the scanner one by one. Sheet-fed scanners are ideal for high-volume scanning and offer faster scanning speeds.

Benefits of Using a Document Scanner in Kenya

Using a document scanner brings several benefits to both businesses and individuals:

1. Digitalize Your Paperwork: Document scanners allow you to convert physical documents into digital files, reducing clutter and making it easier to find and access your documents.

2. Backup Your Documents: By scanning and storing your documents digitally, you can create reliable backups, safeguarding them from damage, loss, or theft.

3. Share Your Documents: Document scanners enable easy sharing of digital documents with colleagues, clients, or customers. This promotes collaboration and streamlines communication.

4. OCR Your Documents: Optical Character Recognition (OCR) technology, available in many document scanners, converts scanned images into editable and searchable text. This enhances accessibility and makes it effortless to locate specific information within your documents.

If you’re considering digitizing your paperwork, investing in a document scanner is an excellent choice. The market offers a wide range of options to suit various needs and budgets.

Best Document Scanners in Kenya

To help you choose the best document scanner for your requirements, we’ve compiled a list of highly-rated options available in Kenya:

  1. Fujitsu ScanSnap iX1600: The Fujitsu ScanSnap iX1600 is a high-end desktop scanner known for its fast scanning speed and superior image quality. With convenient features like an automatic document feeder and one-touch scanning, it’s an excellent choice for businesses seeking efficiency and reliability.
  2. Brother ADS-1700W: The Brother ADS-1700W is a mid-range desktop scanner that offers great value for the price. It combines speed and ease of use, making it ideal for home offices and small businesses.
  3. Epson WorkForce ES-50: The Epson WorkForce ES-50 is a portable document scanner perfect for on-the-go scanning. Its compact size, lightweight design, and features like an automatic document feeder and Wi-Fi connectivity make it a convenient option for professionals who frequently travel.
  4. Canon imageFormula R40: The Canon imageFormula R40 is a high-speed desktop scanner designed for scanning large volumes of documents. With its fast performance and features like an automatic document feeder and batch scanning, it’s an excellent choice for businesses with demanding scanning needs.

For those seeking a free document scanning solution, mobile apps like CamScanner and Adobe Scan offer scanning capabilities using your smartphone or tablet’s camera. These apps are available for both iOS and Android devices.

How to Choose the Best Document Scanner in Kenya

When selecting a document scanner, consider the following factors to find the one that best suits your needs:

  1. Scanning Speed: Determine how quickly you need to scan your documents. If you have large volumes of paperwork, opt for a scanner with a fast scanning speed.
  2. Image Quality: Assess the importance of image quality for your scanning needs. If you require high-resolution scanning for printing or archival purposes, choose a scanner with high image quality capabilities.
  3. Features: Consider the features that are essential to your workflow. Features such as an automatic document feeder, batch scanning, and Wi-Fi connectivity can significantly enhance productivity and convenience.
  4. Budget: Set a budget for your document scanner purchase. Document scanners are available at various price points, so it’s important to find one that offers a balance between affordability and performance.
  5. Type of Scanner: Decide between a flatbed scanner or a sheet-fed scanner based on your scanning requirements. Flatbed scanners are versatile and can handle different document sizes, while sheet-fed scanners excel at high-volume scanning.
  6. Document Types: Consider the types of documents you will be scanning. Different types of documents require specific types of scanners. For example, if you frequently scan photographs, choose a scanner with a high optical resolution.
  7. Portability: If you need the flexibility to scan documents on the go, opt for a portable scanner. These scanners are typically compact and lightweight, making them suitable for users who travel frequently.
  8. Software: Check if the scanner comes with software that enables you to edit and save scanned images in various formats. Look for OCR capabilities if you need to convert scanned text into editable and searchable formats.

By carefully evaluating these factors, you’ll be able to find the best document scanner that meets your specific needs and budget.

Tips for Choosing Document Scanners in Kenya

Here are some additional tips to guide you in selecting the right document scanner:

1. Read Online Reviews: Before making a purchase, read online reviews to gain insights into the performance and features of the document scanners you’re considering. Reviews from other users can provide valuable information to help you make an informed decision.

2. Consider Your Needs: Think about your scanning requirements and prioritize the features that align with your workflow. This will narrow down your choices and lead you to the most suitable scanner for your needs.

3. Compare Prices: Once you’ve shortlisted a few scanners, compare prices to find the best deal. Online platforms and authorized retailers often offer competitive prices and occasional discounts.

Document Scanner FAQs in Kenya

Q: How much is a flatbed scanner in Kenya?

A: The price of a flatbed scanner in Kenya varies based on factors such as brand, model, and features. Flatbed scanners are available at prices ranging from Ksh 10,000 to Ksh 50,000. You can find popular scanner models like the HP ScanJet Pro 2500 f1, Epson Perfection V19, and Canon CanoScan LiDE 220 available for purchase at prices ranging from Ksh 12,000 to Ksh 41,995.

It’s worth noting that purchasing a used flatbed scanner in Kenya can be a more affordable option. Look for reputable online platforms or second-hand stores that offer used scanners.

When considering a flatbed scanner, take into account your scanning requirements, such as scanning speed and optical resolution. Features like an automatic document feeder, batch scanning, and Wi-Fi connectivity may also influence your decision.

Q: How much is an HP scanner in Kenya?

A: The price of HP scanners in Kenya varies based on the model and features. Here are a few examples of HP scanners and their price ranges:

These prices are subject to change and may vary across different retailers. Before making a purchase, it’s always advisable to verify the most recent prices and authorized retailers.


Investing in a document scanner can transform your approach to document management, offering benefits such as space savings, enhanced productivity, and document security. By understanding the different types of scanners, considering key factors, and exploring popular models, you can make an informed decision when choosing the best document scanner in Kenya.

Whether you opt for a desktop scanner like the Fujitsu ScanSnap iX1600 or a portable option like the Epson WorkForce ES-50, a document scanner will streamline your document workflow and propel you towards a more efficient and organized digital future.



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