--- title: Common Uses for an Office Scanner in 2025 description: Discover the top uses of office scanners, from digitizing documents to enhancing workflow efficiency. Learn how to maximize your scanner's potential. image: https://www.gflesch.com/hubfs/Uses-for-an-Office-Scanner.png --- [![Gordon Flesch Logo](https://www.gflesch.com/hubfs/Gordon-Flesch-Site/Logos/GFC-2021-Logo_Blue.svg) ](https://www.gflesch.com/) **Number 1 Canon®** Independent Dealer in the U.S. **Number 1 Lexmark™** Independent Dealer in the U.S. [CLIENT PORTAL](https://einfo.gflesch.com/einfo/Gateway/Login)  |  [LOCATIONS](https://www.gflesch.com/contact-us#locations)  |  [EVENTS](https://www.gflesch.com/events)  |  [CONTACT ](https://www.gflesch.com/contact-us) |  [CAREERS](https://www.gflesch.com/careers) [![FREE ASSESSMENT](https://no-cache.hubspot.com/cta/default/2259185/d975359c-4073-49ee-9a07-aea2dabf5a9f.png)](https://cta-redirect.hubspot.com/cta/redirect/2259185/d975359c-4073-49ee-9a07-aea2dabf5a9f) Search gflesch.com Open Menu #### [Hardware](https://www.gflesch.com/hardware) #### [Managed Print](https://www.gflesch.com/managed-print-services) [![ImageCARE](https://www.gflesch.com/hubfs/GFC/Website/Logos/ImageCARE_logo.svg "ImageCARE")](https://www.gflesch.com/blog/what-is-imagecare) #### [Managed Voice Services](https://www.elevityit.com/managed-voice-services) #### [Managed IT](https://www.elevityit.com/) [![Elevity](https://www.gflesch.com/hs-fs/hubfs/Elevity/Elevity-Logo_No-Tag.png?width=165&height=61&name=Elevity-Logo_No-Tag.png "Elevity")](https://www.elevityit.com/) #### [Who We Serve](https://www.gflesch.com/who-we-serve) #### [The GFC Difference](https://www.gflesch.com/the-gfc-difference) ![GFC team after bike 4k](https://www.gflesch.com/hs-fs/hubfs/Gordon-Flesch-Site/Page-Images/Careers/13937955_732396103564956_2200806867025572720_o_600x400Web.jpg?width=600&height=400&name=13937955_732396103564956_2200806867025572720_o_600x400Web.jpg "GFC team after bike 4k") Explore opportunities to join one of the country’s largest independent business technology providers! 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[CURRENT POSITIONS](https://www.gflesch.com/current-positions)     [BENEFITS](https://www.gflesch.com/careers#benefits) #### [Resources](https://www.gflesch.com/resource-library) ![support_icon](https://www.gflesch.com/hubfs/2020_website/icons/support_icon.svg "support_icon") #### Technical Support Quick Help [SERVICE CALL](https://einfo.gflesch.com/einfo/Gateway/Login?ReturnUrl=%2feinfo) ![ImageCARE_logo](https://www.gflesch.com/hubfs/2020_website/logos/ImageCARE_logo.svg "ImageCARE_logo") #### [Managed Print Blog](https://www.gflesch.com/blog) #### [Customer Support](https://www.gflesch.com/customer-support) ![phone_icon](https://www.gflesch.com/hubfs/2020_website/icons/phone_icon.svg "phone_icon") #### [Contact Us](https://www.gflesch.com/contact-us) Toll Free: 800.333.5905 Corporate Headquarters: 2675 Research Park Drive Madison, WI 53711 Search [![GFC_LogoTag_800x170_White](https://www.gflesch.com/hubfs/Gordon-Flesch-Site/Logos/GFC-2021-Logo_White.svg)](https://www.gflesch.com/) [LOCATIONS](https://www.gflesch.com/contact-us#locations) [CAREERS](https://www.gflesch.com/careers) [Business Equipment](https://www.gflesch.com/blog/topic/business-equipment) | 3 min Read # Common Uses for an Office Scanner in 2025 [![Mark Flesch avatar](https://www.gflesch.com/hs-fs/hubfs/images/Headshots/Mark_Flesch_400x400_60_Blog.jpg?width=100&height=100&name=Mark_Flesch_400x400_60_Blog.jpg) ](https://www.gflesch.com/blog/author/mark-flesch) [Mark Flesch](https://www.gflesch.com/blog/author/mark-flesch) 04/10/2025 ![woman working at an office scanning documents](https://www.gflesch.com/hubfs/Uses-for-an-Office-Scanner.png) [**Facebook ](https://www.facebook.com/sharer.php?u=https://www.gflesch.com/blog/office-scanners) [**LinkedIn ](https://www.linkedin.com/shareArticle?mini=true&url=https://www.gflesch.com/blog/office-scanners) [Twitter ](https://twitter.com/intent/tweet?url=https://www.gflesch.com/blog/office-scanners) [**Email ](mailto:?subject=Check%20out%20this%20great%20blog%20post%20from%20Gordon%20Flesch%20Company,%20INC.&body=Check%20out:%20https://www.gflesch.com/blog/office-scanners) A scanner is an essential tool for businesses aiming to digitize their documents efficiently. With [over 60 percent of business data now in digital form](https://www.statista.com/statistics/1062879/worldwide-cloud-storage-of-corporate-data/), integrating a scanner into your office setup can significantly enhance productivity and security. Curious about how an office scanner could benefit your organization? Here’s what you need to know. - [What Is an Office Scanner?](https://www.gflesch.com/blog/office-scanners#What1) - [When Is an Office Scanner Used?](https://www.gflesch.com/blog/office-scanners#When2) - [Benefits of Office Scanners](https://www.gflesch.com/blog/office-scanners#Benefits3) - [How to Choose a Scanner for Your Office](https://www.gflesch.com/blog/office-scanners#How4) - [Strategic Office Technology Solutions, Service and More ](https://www.gflesch.com/blog/office-scanners#Strategic5) ## What Is an Office Scanner? An [office scanner](https://www.gflesch.com/scanners) is a device that digitizes paper documents. Commonly found within the office environment of an organization, office scanners are versatile devices that can scan a variety of different sized media. Some office scanners are desktop devices, while others are a function integrated into a larger multi-function printer (MFP) – also known as an [“all-in-one printer,”](https://www.gflesch.com/blog/what-is-an-all-in-one-printer) which needs dedicated floor space.  --- **RELATED:** [How to Scan Multiple Pages into One PDF](https://www.gflesch.com/blog/how-to-scan-multiple-pages-into-one-pdf)  --- ## When Is an Office Scanner Used? While physically, office scanners are used to create digital documents, [the reasons why they are used](https://www.gflesch.com/blog/function-of-scanner) can vary by industry or organization. Healthcare organizations often use office scanners to digitize paper patient charts and other records. These digital documents often become part of an Electronic Health Records (EHR) system that can be searched through Optical Character Recognition (OCR). Scanned documents provide greater security than paper documents and offer compliance with HIPAA rules and regulations. Legal organizations (or firms) are also frequent office scanning users as they commonly gather background information from multiple sources when preparing for a legal case. Other organizations use office scanners to [scan papers or other printed items into digital form](https://www.gflesch.com/elevity-it-blog/creating-electronic-versions-of-existing-paper-forms-and-documents). Items scanned into PDF format can be easily transferred via email instead of the lengthy wait to snail-mail to a recipient. In addition, when starting a new job there is often a mountain of forms to fill out. Some companies provide these forms online to the new employee, while others use paper forms and may scan the completed forms into their employee database. Transferring historical paper documents into online files is the first step toward a paperless office and encouraging your organization to [Go Green](https://www.gflesch.com/go-green-with-managed-print).  ## Benefits of Office Scanners A scanner is often a welcome addition to any office environment as scanned business documents have multiple benefits versus using and storing paper documents. Take a look at this list of office scanner benefits and see what your organization could be gaining by adding this handy device to your office technology fleet. An office scanner could help you: - **Save time.** Searching for a document within an online database is faster than sorting through piles of paperwork hoping that the document you need is filed correctly. - **Preserve valuable office space.** Scanners take up less room than filing cabinets jammed full of stored paper documents. Thinking of a new [MFP contract](https://www.gflesch.com/blog/managed-print-service-agreement)? Ask your Managed Print provider about adding scanning functionality to your next MFP. - **Increase employee productivity.** Searching for data in an electronic environment means employees can stay on a call with a customer while accessing scanned data instead of putting them on hold and physically searching through drawers of paperwork. - **Provide immediate data access from anywhere.** Scanned documents allow remote employees to have the same access to data as in-office employees. - **Enhance document security.** Digital documents along with restricting access to only the employees needing access to the data, will enhance confidentiality protocols. - **Recover data faster in the event of a disaster.** [Data backups stored offsite or in the cloud](https://www.elevityit.com/blog/backups-vs.-disaster-recovery-whats-the-difference) will allow businesses to return to normal activity faster, as opposed to paper documents that could be lost in a fire, flood, tornado, etc. - **Support organizational openness.** Share documents easily with authenticated users to encourage organizational security and team collaboration. - **Prevent physical damage to documents. **Besides natural disasters that could destroy all of your stored paper documents, there’s the little disasters, too. Spilled coffee on a desktop, aging or brittle paper tearing, etc. - **Reduce your organization’s carbon footprint.** Scanning historical paperwork promotes file reduction and less future paper waste.  ## How to Choose a Scanner for Your Office Which brand, size and style of office scanner to choose can be a daunting task. The best thing to do is to consult with an experienced [Managed Print Services (MPS)](https://www.gflesch.com/blog/managed-print-service-agreement) provider who can conduct a [needs assessment at your location](https://www.gflesch.com/business-technology-needs-assessment). This will aid in gaining greater understanding about what, when and how you will be scanning documents and guide the MPS provider to recommend a solution to fit your needs. Here’s some general points to consider when you are evaluating office scanners. Look for a device that: - Is compatible with your existing network and software - Includes scanning and imaging modes to fit your needs - Has easy-to-use controls - Fits within the dimensions available in your office environment - Includes batch printing, if this is a needed function ## Strategic Office Technology Solutions, Service and More Gordon Flesch Company offers a wide range of scanners for any need – including high-resolution color scans or the latest in hands-free high-volume imaging solutions. We also offer [in-house leasing solutions](https://www.gflesch.com/financing-solutions), a complete range of office technology products and managed print services to keep your organization’s systems running at peak performance. [Contact us](https://www.gflesch.com/business-technology-needs-assessment) to schedule a complimentary needs assessment and discover how to do more while spending less.  [![New call-to-action](https://no-cache.hubspot.com/cta/default/2259185/30a144a0-3f40-4226-8e2f-3c1650d68155.png)](https://cta-redirect.hubspot.com/cta/redirect/2259185/30a144a0-3f40-4226-8e2f-3c1650d68155) ## You may also like these posts about: **Business Equipment** [![person writing and reviewing a printed contract](https://www.gflesch.com/hubfs/2026-Blog-Header_The%20Difference%20Between%20Office%20Equipment%20and%20Leasing.png) ](https://www.gflesch.com/blog/office-equipment-rental-leasing) [Financing/Leasing](https://www.gflesch.com/blog/topic/financing-leasing) ### [The Difference Between Office Equipment Rental and Leasing](https://www.gflesch.com/blog/office-equipment-rental-leasing) 07/02/2026 | 4 min Read [![Woman in office pointing at a screen showing a neural AI network](https://www.gflesch.com/hubfs/2026-Blog-Header_The%20Role%20of%20AI%20in%20Modern%20Office%20Technology%20Planning.png) ](https://www.gflesch.com/blog/ai-modern-office-technology-planning) [Managed Print](https://www.gflesch.com/blog/topic/managed-print) ### [The Role of AI in Modern Office Technology Planning](https://www.gflesch.com/blog/ai-modern-office-technology-planning) 03/05/2026 | 4 min Read [![Man at desk in busy workplace](https://www.gflesch.com/hubfs/2026-Blog-Header_How%20Your%20Office%20Technology%20Strategy%20Impacts%20Workforce%20Performance.png) ](https://www.gflesch.com/blog/office-technology-strategy-workforce-performance) [Managed Print](https://www.gflesch.com/blog/topic/managed-print) ### [How Your Office Technology Strategy Impacts Workforce Performance](https://www.gflesch.com/blog/office-technology-strategy-workforce-performance) 02/24/2026 | 4 min Read [← Service Contracts for Office Printers](https://www.gflesch.com/blog/service-contracts-for-printers) [** ](https://www.gflesch.com/blog) [How Bundling Print Services Can Save Your Company Money →](https://www.gflesch.com/blog/bundling-print-services) [![GFC-2021-Logo_White](https://www.gflesch.com/hubfs/Gordon-Flesch-Site/Logos/GFC-2021-Logo_White.svg "GFC-2021-Logo_White")](https://www.gflesch.com/) 2675 Research Park Drive Madison, WI 53711 800.333.5905 [CLIENT TOOLS](https://www.gflesch.com/customer-support) © 2023 Gordon Flesch Company. 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