Since multifunction printers came on the scene in a big way, it has become more common to lump copiers, scanners, and printers into the same category. This is easy to do, since multifunction systems copy, scan, fax, and print all in one place. So you may hear someone ask you to “scan” them a “copy.” Copying and scanning are different functions, however, and understanding that can help you make the right decision on devices for your office.

Copying and Scanning: What’s the Difference?

If you use your office’s multifunction printer scanner, you can immediately print your scan, which means you are making a copy. Making a copy means that your MFP only stores the digital information about your document long enough to create a copy. If you’re scanning for a different reason, however, you may end up scanning to a document management system, to email, to save on your computer, or to archive digitally. See the difference? Copying creates an immediate hard copy while scanning makes a digital copy that exists after the process is complete.

The Pros and Cons

Scanning and copying have their pros and cons and they’re all related to how you use them for your own unique office needs.

Copiers are usually a simpler device than a multifunction device, and can make it easier on employees who only need one function rather than a slew of unnecessary buttons. On the other hand, copiers and standalone scanners aren’t equipped to handle the brunt of a large office’s entire print environment. A multifunction printer is best if you’re looking for something to be your one-stop-shop for printing in your office.

For more information about printers and copiers, contact Capital Business Systems today.