Specialized Hardware That Can Help Your Firm

The evolution of technology over the past 20 years has been fascinating. I felt so advanced when I got my first good computer, but I soon realized that to keep my geek status I would have to keep up with the latest in not only computers, but also all of the devices that help the computer be more productive. After all, where would we be without monitors, projectors, external data storage devices, PDAs, all-in-one printers, scanners and copiers? We’d be back in 1970, that’s where.

Of course, if you don’t want technology just for the sake of technology — if you want your investments to actually do something — then weeding through the glut of hardware and gadgets on the market can be a challenge, especially since they all make lofty promises that usually include the magic phrase “productivity enhancing” or some version of the word “streamline.” Well, I’ve weeded the garden a bit for you, and here are some items that I find impressive technologically and that will provide most small firms and other small businesses with realizable benefits. Furthermore, all of the items in this article cost (or at least start at) under $1,000, keeping them in the realm of possibility for small practices.

Monitors

DoubleSight Displays — DS 1700S; DS 1900S Multi-Monitor System – Starting around $700

No longer considered just a luxury, double and triple-screen monitor systems have been tried and tested by accounting and tax professionals. Even a Microsoft-sponsored study showed that productivity increased by 30 percent or more when these professionals added more viewable workspace. How do they help? By allowing the user to keep full-sized versions of two, three or even more programs open and in view at the same time. This could be your tax preparation program and client source documents, or prior year returns or your research tool. How about multiple spreadsheets, your write-up system or a web browser?

DoubleSight Displays (www.doublesight.com) offers systems with two 17-inch or 19-inch LCD monitors mounted on a single stand, which saves desktop space compared with setting up two regular monitors, and with pricing about the same as two single monitors. The monitors can also be installed using a wall-mount.

Scanning

Epson — GT-2500 Business Workgroup Scanner – $599

The newest scanner line from Epson (www.epson.com), the GT-2500 is a flatbed model that also offers a super-fast 50-sheet automatic document feeder that can scan up to 27 pages per minute. It can also scan large documents up to 8.5 by 14 inches. The scanner doesn’t sacrifice quality either, with resolution capabilities up to 1200x1200. Productivity tools include automatic duplexing (two-sided scanning), one-button scanning functions, USB 2.0, and support for PC and Mac. The GT-2500 Plus model also sports a network-ready card for using the scanner in workgroups and productivity software including Adobe Acrobat and ScanSoft PaperPort.

Fujitsu — ScanSnap S500 Color Document Scanner – $495

We’ve loved the ScanSnap S500 Color Document Scanner since Fujitsu (www.Fujitsu.com) debuted it a couple of years ago, and it’s still a boost to any office that handles many documents that are to be stored electronically. Most other scanners simply create an image or picture of a document, but the ScanSnap can turn it directly into PDF format with the push of one button, allowing documents to be easily e-mailed or filed. The PDF function also lends itself to bookmarking and search capabilities.

Printing

HP Color LaserJet 2840 Multi-function color laser printer – Starting around $800

HP’s 2840 (www.hp.com) is one of the most affordable high-quality color laser multi-function printers on the market, providing small and mid-sized offices with a network and Wi-Fi-capable printing/copying/scanning/fax solution and much more. The scanning and copying functions are enhanced by a 50-sheet automatic document feeder, while the machine also offers network management tools, document management functions, memory card slots for direct photo printing and an image editing feature.