Office Administrative Assistant Practice Exam

What device would you use to transfer paper files into a computerized system without manual typing?

1. Printer

2. Scanner

3. Photocopier

4. Fax machine

The correct answer is: Scanner

A scanner is the appropriate device for transferring paper files into a computerized system without the need for manual typing. Scanners work by digitizing images of physical documents, which can then be saved in various digital formats (such as PDF or JPEG) and stored on a computer or other digital devices. This process allows users to quickly and accurately convert their paper documents into editable or viewable digital files. In contrast, a printer is used to produce physical copies of digital documents rather than converting physical documents into digital form. A photocopier creates copies of paper documents but doesn't facilitate the conversion into a digital format. Similarly, a fax machine is primarily used to send documents over a telephone line and does not convert paper files into computer-readable formats. Therefore, the scanner stands out as the best option for digitizing paper documents efficiently.