Wide format scanners have been around for decades, but the options for where scanned files go have changed significantly. Most firms are still using these machines to make paper copies, but the more useful capability is capturing large-format documents as digital files and routing them directly into your workflow. Here is how the main options work.
Scan to Email
This is the most common starting point for firms adopting digital scanning. The scanner sends a scanned file directly to one or more email addresses as an attachment.
How it works: The scanner connects to your network and uses your outgoing mail server (SMTP) credentials to send scans as PDF or TIFF attachments. Most units require an SMTP server address, port, and authentication credentials during initial setup.
Practical uses: Sending a drawing to a subcontractor, routing a signed change order to the project manager, or archiving a physical document to your own inbox. Scan to email works without any special software beyond the initial network configuration.
Limitations: Email attachment size limits can be a problem for large files. A 30x42 drawing scanned at 300 DPI in color can produce a 15 to 40 MB file. Some email servers reject attachments over 10 MB. Scanning at lower resolution or in grayscale reduces file size. Alternatively, moving to a cloud or FTP destination avoids email attachment limits entirely.
Scan to Network Folder
Scanning to a shared network folder is often more practical than email for team environments. The scanned file lands in a folder that multiple people can access immediately.
How it works: The scanner authenticates to your file server using SMB (Windows file sharing) or FTP credentials and deposits the scanned file in a designated folder. IT sets up a shared folder with appropriate permissions, and the scanner is configured once with the path and login.
Practical uses: Project folders on a shared drive where the whole team needs access to incoming documents. Job site coordination where drawings need to be accessible to multiple users quickly. Any workflow where a document needs to land in a specific organized location rather than someone’s inbox.
Scan to Cloud Storage (Dropbox, Google Drive, SharePoint)
Newer wide format scanners and scanner/printer combos from KIP, HP, and Canon support direct-to-cloud destinations without a computer acting as an intermediary.
How it works: The scanner’s firmware connects directly to the cloud service’s API. You authenticate the scanner to your Dropbox, Google Drive, or SharePoint account once. After that, scans go directly to a designated cloud folder. Some systems support multiple cloud destinations selectable from the scanner’s touchscreen.
Practical uses: Remote project teams where the field and office need access to the same documents. Firms using SharePoint as a document management system. Any environment where drawings or contracts need to be available immediately to people not on the local network.
What to check: Not all scanners support all cloud services. KIP’s systems have strong SharePoint integration, which suits firms already in the Microsoft 365 ecosystem. HP DesignJet units integrate with Dropbox and Google Drive. Confirm which cloud services are supported before purchasing if this is important to your workflow.
Scan to FTP
FTP (File Transfer Protocol) is an older technology that remains widely used for transferring large files to external systems, reprographics services, and clients.
How it works: The scanner connects to an FTP server using a hostname, port, and login credentials. Files land in a directory on the remote server. The recipient can access the FTP server to retrieve files.
Practical uses: Sending drawing files to an outside reprographics shop, transferring documents to a client’s project server, or archiving to a central FTP repository. FTP handles large files well since it does not have attachment size limits.
Note on security: Standard FTP transmits credentials in plain text, which is a security consideration on networks handling sensitive documents. SFTP (Secure FTP) addresses this. If your workflow involves FTP, confirm whether the scanner supports SFTP or only plain FTP.
File Formats: PDF vs. TIFF vs. JPEG
Most wide format scanners support multiple output formats:
PDF is the right choice for most document workflows. It is universally readable, supports multi-page documents, and compresses well for drawings. Searchable PDF (with OCR) is available on some units and makes scanned text searchable.
TIFF is a lossless format that preserves full image data. It produces larger files but is preferred when archiving originals or when downstream processing requires high fidelity. Common in reprographics and archiving workflows.
JPEG works for photos and color graphics but is not ideal for technical drawings. Compression artifacts can affect fine lines and text. Use PDF or TIFF for construction documents and engineering drawings.
Scan Resolution: What You Actually Need
Higher resolution means larger files and slower scanning. For most workflows:
- 200 DPI is sufficient for black and white technical drawings when copy quality is the goal
- 300 DPI is a good standard for archiving drawings you want to be clearly legible at full size
- 400 to 600 DPI is appropriate for fine detail, small text, or when the scan will be enlarged
Scanning color maps or photos at 300 DPI produces good results for most purposes. Going above 400 DPI for color significantly increases file size without a visible benefit in most applications.
Setting It Up in Your Office
Initial configuration of scan destinations typically takes 30 to 60 minutes with someone who knows the network environment. Most firms find it worth doing once and then leaving the scanner configured with two or three standard destinations: a shared folder, an email address or group, and optionally a cloud folder.
If you are purchasing or leasing a scanner through Jersey Plotters, we configure your standard scan destinations during installation. If your existing scanner needs a scanning workflow setup or your destinations need to be updated, our technicians can handle that during a service visit.
Contact Jersey Plotters if you have questions about scanning capabilities on a specific model or want help setting up your current machine.