Advantages and Disadvantages Of Office Scanner

A scanner machine is a device used to create an exact digital copy of a photo, text written on paper, or even an object. These digital images can be saved to a file on your computer and used to edit the image or apply it online.

Should You Buy an Office Scanner: Pros and Cons

Scanners have origins in telephoto input devices primarily used in print shops. The traditional scanner consists of a drum rotating at a maximum speed of 240 rpm. The analog signals are transmitted via telephone lines to the receptor. The receptor recognizes the signal synchronously and proportionally and then prints the output signal on special paper.

Today, medicine, education, and business cannot do without this device. Regardless of the purpose for which you want to purchase a scanner, you need to carefully consider the advantages and disadvantages of the machine to find out if the tool is a worthwhile investment.

Pros: Fast Material Playback

Scanners allow you not to spend much time re-typing text or redrawing an image. In a matter of seconds, you can reproduce a copy that will exactly match the original. In addition, scanners do not harm the source material, as they do not touch the original.

Pros: Digitalization

As mentioned, you can save scanned papers as a digital file on your computer. With various software, you can change the size and format of the document. Digitizing the paper means you can easily transport the resulting file. For example, put a document on a flash drive, and send it by email or social networks.

Pros: Scanner Provides Long Paper Storage

If you work with valuable business and legal papers, you should take care of their long-term storage. Unfortunately, the aging process is accelerated every time employees use documents for their purposes. However, the scanner reduces frequent interaction with printed papers. You can view documents without touching them. You just need to open the folder with the desired file on your computer and get information from there.

Cons: Scanner Takes Up a Lot of Space

Typically, a separate table is needed for the scanner since the entire team must have access to it in the offices. The table spent on a metal machine could become an additional workplace. While the scanner is gathering dust on the table, you will lose profit. Therefore, we recommend paying attention to the scanner app. Your phone can be a great alternative to a traditional scanner. In the App Store, you can find a scanning app for iPhone and give access to the program to the entire office. A free desktop can be taken over by an expert who will multiply your profits.

Cons: Scanner Can’t Scan 3D Objects

The primary purpose of a scanner is to reproduce text and images printed on sheets of paper. Unfortunately, modern scanners cannot scan 3D objects, even if the tool has a double-sided copy function. Therefore, you are limited in what you scan. If you plan to work with 3D objects, you must consider purchasing an appropriate device with advanced laser technology.

Cons: Scanner Has Many Technical Problems

Scanners rely on software and moving parts like a shipping wand to operate and also need a host computer. As a result, scanners can run into errors and require specialist attention. For example, the scanner may need new drivers or freeze during scanning. LED bulbs may dim, requiring replacement. The scanner glass may become dusty or scratched, thereby degrading copy quality. Sensors may stop working due to failed connections. Consequently, scanners are very vulnerable to external conditions.

Cons: Scanner Maintenance Expensive

Scanners, like products, have a shelf life of approximately five years. The longer you use the tool, the more investment it will require. Spare parts for scanners are expensive and sometimes exceed the cost of the device. Keep in mind that you will have to pay a specialist in addition to buying spare parts. Additionally, portability can be an issue, both due to the size of the scanner and the scanner’s reliance on a host computer to run. 

Cons: Scanner Vulnerable To Natural Disasters

Fires, floods, and earthquakes are natural disasters that can damage business records. Traditional scanners do not have a disaster recovery function. All files are stored on your computer instead of cloud storage. Yes, you can manually transfer papers to online storage, but if disaster strikes you suddenly, you won’t have time to complete this task.

Cons: Scanner Not Reliable

With the help of a scanner, anyone can do fake paper. An identity card is the most common document that is forged. A scam artist needs just the framework (an old corporate ID badge) and a new photo. A clever scammer can transfer his photo to an old ID and change the text in minutes. Your competitors using a forged identity can easily break into the office and steal data.


We live in an age of innovative discoveries. Technology does not stand still. What was effective 100 years ago is losing its effectiveness today, which also applies to the traditional scanner. Expensive maintenance, vulnerability to external conditions and natural disasters, technical problems, lack of emergency recovery, and poor security make the scanner unprofitable. Therefore, you need to invest in digital novelties!