Scanners are products that have been invented years after computers and printers have been introduced. In general, when it comes to what is the purpose of a scanner it is to duplicate documents so that they can be saved in computers and other devices.
Nowadays, many people already question if scanners are still items that are very functional and helpful because camera phones can already be utilized to make a digital copy of documents. That is done by capturing the image of the file and then transferring it to the computer.
However, such process is time-consuming since every document needs to be captured and transferred. At times, they also even need to be edited or captured again since the output is unclear. Hence, let us look into what scanners have to offer based on functionality.
What is the Purpose of a Scanner: Functionality Meets Comfort
As mentioned earlier, a scanner has been invented to ensure that every vital document can have a soft or digital copy. Nonetheless, its purpose does not stop there.
Although it is still related to such, its many purposes make it stand out from the rest of the products that are also used to make digital copies of documents. To have a better understanding, we have enumerated and briefly discussed each one of them.
- Fast Duplication of Multiple Files
Documents with signatures, official receipts, business cards, certificates, and other official files can be duplicated as quickly as possible without the need of standing near the scanner and changing the document after every scan. That is due to the fact that scanners are already equipped with automatic document feeders wherein you can just load the sheets of paper that you want to scan, press the necessary button and wait.
What is better is that these scanners are able to duplicate multiple documents in just a few minutes since most of them can scan 25 to 35 pages per minute. In addition, they are also capable of scanning a maximum of 3,000 pages in a day. Thus, you can create duplicates of all your documents in just one day.
- Create Clear Digital Copies of Photographs
Yes, it is true that photos are now taken using digital cameras and camera phones which is why printed copies are no longer as needed as it was before. However, old images still have sentimental values for most people and saving them for the next generation is a good way of telling the story of their ancestors.
With that in regard, scanners come in handy since most of them are already capable of duplicating images even if they are already laminated. What is better is that the duplicates are clear, especially for scanners that have high resolutions.
- Storage Space and File Management
Scanners have great purposes when it comes to managing your storage space. Since you can scan and make a digital copy of small documents, especially receipts and postcards, there is no need for you to place them in piles of boxes and keep and label them for future reference.
In relation to that, scanners are also useful at a time when you already need to find essential documents since they are easily searchable on the computer, USB device, memory card, or wherever you saved them. You are no longer required to go through piles of dusty documents in boxes or folders.
- Make a Clear Digital Copy of Handwritten and Blurry Texts
Most of the time, students and professionals need to save their handwritten research works or reports as well as create copies of unclear texts and unusual fonts found in books like original, imprinted historical documents. Amazingly, scanners are not only useful in duplicating them but can also be utilized to create clear copies of such.
That is due to the fact that most of them are compatible with the so-called optical character recognition (OCR) software or application which is capable of converting characters into readable texts. In addition, there are even applications that can delete backgrounds that are responsible for obscuring texts in documents.
- Securing of Files
We all know that documents on paper can be easily stolen by anyone even if they are locked inside a drawer, cabinet, or vault. Scanned files, on the other hand, are less likely to be retrieved by unauthorized individuals since they can be stored in password-protected devices, personal emails, and networks like the cloud. Such also makes it easier and safer to transfer files from one person to another without the need to send it via the post office or third party individuals.
- Easy Printing of Duplicated Files
Another purpose of a scanner is to make printing of duplicate copies faster and better. Since the digital copy is clear and saved on devices that are compatible with your printer, you only need to search for and open the document and print as many copies as you want or need.
Worrying about the quality of each copy is also eliminated because they are not altered unlike when using a photocopier wherein the quality is dependent on how you placed the original document. Thus, the printed copy can look as close to the original as possible.
The primary purpose of document scanners is to quickly make an exact and clear digital and hard copy of a printed or handwritten paper, as well as old and new pictures and embossed or laminated cards.
Secondary to such, they are useful in organizing and storing files for improved and secure access and transfer. In fact, most people even say that they are a good and cost-efficient replacement for fax machines since they no longer require a telephone line.
Indeed, most people have already considered computer scanners obsolete because they already have other means of duplicating, saving, and transferring important files. However, with regards to what is the purpose of a scanner, as can be denoted by the information above, it goes beyond reproducing a document and maintaining its original form.
With that being told, no matter how clear a document is duplicated using a mobile phone camera, a scanner will always be handy in homes and offices because its purpose is to make file duplication, maintenance, organization, transfer, and storage quicker, safer, and more reliable and energy efficient.