There’s a certain freedom that comes with working remotely, setting up shop in a coffee shop, a co-working space, or even a hotel room miles from home. But with that freedom comes a persistent, rustling challenge: paper. In my line of work, paper is a constant. Signed contracts, expense receipts, handwritten notes from a client meeting, even precious old family photos I promise to digitize during visits home. For years, my solution was clumsy. I’d snap a photo with my phone, hoping the lighting was good enough and my hand steady enough to avoid a blurry, unusable image. Or worse, I’d accumulate a growing pile of important documents in my bag, a source of low-grade anxiety until I could get back to the office’s hulking multi-function printer. This paper clutter wasn’t just messy; it was a risk. A lost receipt is lost money. A delayed contract is a delayed project. I needed a bridge between the physical and digital worlds that could travel with me, and the phone camera just wasn’t cutting it.
- Time-saving, fast scan speeds. Scans color and black and white documents at up to 16 ppm. (Color and monochrome scan speed, letter size paper at 300dpi.)
- On the go scanning. Powering the Brother DS-640 document scanner through the included micro USB 3.0 cable to a laptop or PC enables scanning from virtually...
What to Consider Before Buying a Portable Document Scanner
A portable scanner is more than just a gadget; it’s a key solution for maintaining productivity and organization for anyone who works outside a traditional office. It’s about capturing high-fidelity information instantly, creating searchable PDFs, preserving memories from fading photos, and eliminating the physical baggage of paper trails. The primary benefit is immediate digitization. A client signs a document, and within seconds, a clean, professional-grade PDF is on its way to headquarters. You collect a dozen receipts on a business trip, and by the end of the day, they’re all neatly filed in your expense report software. This level of efficiency prevents backlogs, reduces the risk of losing important documents, and streamlines workflows in a way that phone apps simply cannot replicate with the same quality and speed.
The ideal customer for this type of product is the mobile professional: the traveling salesperson, the remote consultant, the field technician, or the student who needs to digitize notes and research materials. It’s also perfect for genealogists or family historians visiting relatives, wanting to scan irreplaceable photos and documents without removing them from the home. However, it might not be suitable for those who need to process high volumes of multi-page documents daily. For that, a desktop scanner with an automatic document feeder (ADF) would be a far better choice. Similarly, if your primary need is scanning film negatives or slides, a specialized scanner is required. For those who only need to capture an occasional receipt, a modern smartphone scanning app might be sufficient, though it will lack the quality and features of a dedicated device like the Brother DS-640 Compact Mobile Document Scanner.
Before investing, consider these crucial points in detail:
- Dimensions & Space: True portability is defined by size and weight. A mobile scanner should be slim enough to slide into a laptop bag or backpack without creating a noticeable bulge. Look for devices around 12 inches long and under two pounds. The Brother DS-640, for instance, is exceptionally compact, making it a genuinely travel-friendly companion.
- Capacity/Performance: Performance in a mobile scanner is about speed and resolution. Speeds are often measured in pages per minute (PPM), and a good target is 10-16 PPM at a standard resolution of 300 dpi (dots per inch). Higher resolution options are great for photos or detailed graphics, but be aware that they will result in larger file sizes and slower scan times. Most portable scanners are single-sheet feeders, so if you need to scan stacks of paper, this category may not be for you.
- Power & Connectivity: The gold standard for mobile scanners is a single-cable solution. A device powered directly from your laptop’s USB port eliminates the need to carry a separate AC adapter, which is a huge plus for portability. Pay attention to the type of USB connector; while many devices like the DS-640 use Micro USB 3.0, newer models may be transitioning to the more common USB-C.
- Software & Compatibility: The scanner is only half the equation; the software is what brings it to life. Ensure the device is compatible with your operating system (Windows, macOS, Linux). Good software should be intuitive, allowing you to easily scan to various destinations like a file, email, or cloud service, and should include Optical Character Recognition (OCR) to create editable and searchable text.
While the Brother DS-640 Compact Mobile Document Scanner is an excellent choice for portability, it’s always wise to see how it stacks up against the competition. For a broader look at all the top models, including those designed for high-volume photo archiving, we highly recommend checking out our complete, in-depth guide:
- Flatbed scanners simply cannot compete with your smartphone and a Scanner Bin. Improved resolution and color rendering compared to popular flatbed...
- All-New Upgraded Design: Engineered through multiple rounds of rigorous testing, our latest version delivers an incredibly smooth and ultra-fast scanning...
- Note: No software installation is required. You need 2 AA batteries ( not included) and a memory card ( included) to use it directly. Scan mode: Press and...
First Impressions: Unboxing the Brother DS-640
Pulling the Brother DS-640 Compact Mobile Document Scanner from its box, the first thing that struck us was its incredibly small footprint. At just under 12 inches long and weighing about a pound, it feels more like a compact umbrella than a piece of tech hardware. It’s solid, with a clean, professional design that looks right at home next to a modern laptop. There’s no complex assembly required; the magic is in its simplicity. The only physical components in the box are the scanner itself, a Micro USB 3.0 cable, a calibration sheet, and the quick start guide. We appreciated that it’s powered entirely by the USB cable, meaning one less power brick to haul around. This single-cable operation is a massive win for anyone trying to maintain a minimalist travel kit. Setting it up involves a quick trip to the Brother support website to download the driver and software suite. While our setup was smooth, it’s a process that some users have reported can be challenging, a point we’ll explore in more detail. Instantly, though, its potential was clear: this is a device purpose-built for life on the move. You can check the latest price and availability and see if it fits your mobile office needs.
What We Like
- Exceptional portability; incredibly lightweight and slim design
- Fast single-sheet scanning at up to 16 ppm
- Powered entirely by a single USB 3.0 cable—no AC adapter needed
- Impressive media handling, including long paper, plastic ID cards, and photos
- Broad OS compatibility, including dedicated drivers for Windows, Mac, and Linux
Limitations
- Software/driver installation can be problematic for some users, especially on Windows 11
- Uses a Micro-USB 3.0 Type B port, which is less common than USB-C
- Single-sheet feed only; not suitable for bulk scanning
A Deep Dive Into the Brother DS-640’s On-the-Road Performance
A portable scanner lives or dies by its real-world performance. It needs to be fast, reliable, and invisible, meshing seamlessly with your workflow rather than interrupting it. We put the Brother DS-640 Compact Mobile Document Scanner through its paces, testing everything from software installation to its ability to handle a chaotic mix of documents you’d encounter on a typical business trip. Our findings reveal a device that is a powerful performer for its intended purpose, though not without a few quirks that are important to understand.
Software Setup: A Tale of Two Experiences
The gateway to using any scanner is its software, and this is where we encountered the most varied feedback, which our testing helped clarify. The process begins by downloading the Brother iPrint&Scan software and the necessary drivers from their support site. On our test MacBook, the experience was flawless. As one user noted, “I use a Mac and install was very easy. The Brother iPrint&Scan is simple to use, and saving documents is a breeze.” We found this to be true; we were up and running in under ten minutes, with the software providing a clean, intuitive interface to control scan settings and destinations (File, OCR, Email, Image, etc.). The included software suite is quite powerful, offering image enhancement tools like automatic color detection, background removal, and text enhancement, which all worked effectively to produce clean, legible scans.
However, the experience on Windows appears to be more inconsistent. We ran into some initial driver recognition issues on a Windows 11 machine, echoing the frustrations of several users. One reviewer stated, “So, it seems that Windows 11 and all the scanner drivers are not playing well in the sandbox…I can’t get it to install on my computer after hours of talking to Brother Customer Tech Support.” Another mentioned wasting hours on failed software installations. After some troubleshooting, which involved manually selecting the driver, we got it working perfectly. Our takeaway is that while the hardware is broadly compatible (even with Linux, as one happy user confirmed), the software handshake can sometimes be tricky, particularly on the latest Windows OS. If you face an issue, we recommend using the “Printers & Scanners” utility within your operating system’s settings, which can often initiate a scan directly, bypassing the proprietary software if it proves troublesome.
Scanning Speed and Image Quality in Practice
Once connected, the Brother DS-640 Compact Mobile Document Scanner is impressively quick. Brother advertises speeds of up to 16 ppm, and in our testing with standard 300dpi letter-sized documents, it lived up to that claim. A single page zips through the scanner in about four seconds. This speed is transformative compared to using a phone app or a bulky flatbed. We were able to digitize a stack of 15 individual invoices and receipts in just over a minute. This is the kind of efficiency that truly makes a difference on the road. As one user who scanned 60 photos in 5 minutes put it, this device is “head and shoulders better than flatbed scanners.”
Image quality is excellent for documents. Text is sharp and clear, and the OCR function in the software did a commendable job of converting scanned PDFs into editable Word documents. When it came to photos, the results were also very positive. We scanned a mix of old family photos, from Polaroids to 4×6 prints from the 90s, and the scanner captured them with good color fidelity and detail at 600dpi. One user review that resonated with our experience said, “This little scanner has been amazing! My mom has boxes and boxes of old family photos…This scanner has done an amazing job.” While some users noted occasional blurriness or dust specks showing up as lines, this is common with any CIS scanner and regular cleaning of the sensor with a microfiber cloth is essential for maintaining optimal quality. The full feature set includes numerous image optimization tools that help produce consistently great results.
Media Handling and Versatility: From Receipts to ID Cards
A great mobile scanner needs to be a jack-of-all-trades, handling whatever paper or plastic comes its way. This is an area where the Brother DS-640 Compact Mobile Document Scanner truly excels. It handles standard paper, receipts, business cards, and even embossed plastic ID and credit cards with ease. You simply feed the item into the slot, and the scanner automatically grabs it and begins the process. The straight paper path minimizes the chance of jams with thicker stock like business cards or laminated IDs.
However, there’s a significant caveat regarding very long documents. The product description claims it can handle paper up to 72 inches long, but at least one user reported persistent “Document Jam” errors when scanning receipts just over 12 inches long. In our own testing with several long cash register receipts, we were able to successfully scan lengths up to around 20 inches, but we did encounter an occasional jam error on a particularly flimsy, crumpled receipt. It seems that the scanner’s ability to handle extremely long documents may depend heavily on the paper’s condition and thickness. For most standard and legal documents, invoices, and typical receipts, we had no issues. But if your primary use case involves scanning exceptionally long, continuous printouts, you may want to proceed with caution or be prepared for some trial and error. This is a small blemish on an otherwise incredibly versatile and wonderfully portable scanning device.
What Other Users Are Saying
After our own extensive testing, we dug into a wide range of user feedback to see how our experience compared. The consensus is largely positive, with most users celebrating the Brother DS-640 Compact Mobile Document Scanner for its core purpose: portability and convenience. One long-term user summed it up perfectly: “I’m still using this over 5 years later – I hope that tells you EVERYTHING… tiny, scans PERFECT Black & White from small calling cards to any page.” Many others echo this sentiment, calling it “amazing” for travel and a perfect tool for digitizing family photos, with one person noting, “the black-and-white photos actually are coming out great.”
However, the negative feedback clusters around a few key themes we also identified. Software installation is the most common complaint, with several users detailing hours of frustration trying to get drivers to work on Windows, leading them to return the “piece of garbage” in frustration. Another recurring point of contention is the use of a Micro-USB 3.0 Type B cable. A user questioned, “why in a world of USB Type C Brother uses a very difficult to obtain USB 3.0 Micro B connector,” a valid critique in today’s tech landscape. These criticisms highlight that while the hardware is capable, the user experience can be hampered by software hurdles and slightly dated design choices.
How Does the Brother DS-640 Compare to the Alternatives?
The Brother DS-640 Compact Mobile Document Scanner occupies a specific niche focused on ultimate portability. But depending on your primary needs—be it volume, media type, or office integration—other scanners might be a better fit. Here’s how it stacks up against three popular alternatives.
1. Epson FastFoto FF-680W Wireless Photo Scanner
- World’s Fastest Personal Photo Scanner (1) — scan thousands of photos as fast as 1 photo per second at 300 dpi (2); batch-scan up to 36 photos at a...
- Preserve Your Priceless Photos — restore, organize, protect and share photos; scan Polaroid photos, panoramas, postcards and photos up to 8" x 10"
The Epson FastFoto FF-680W is a completely different class of machine. Where the Brother DS-640 is a portable, single-sheet scalpel, the Epson is a high-speed, high-volume powerhouse designed specifically for archiving massive collections of photos. With its automatic document feeder, it can scan dozens of photos per minute, front and back, automatically capturing handwritten notes. If your primary goal is to digitize shoeboxes full of family photos in a weekend, the FF-680W is unequivocally the superior tool. However, it’s a large, expensive desktop unit. For the mobile professional who needs to scan a contract or a handful of receipts on the go, the Epson is complete overkill and lacks any portability.
2. DGODRT 35mm Slide Viewer 3X Magnification
- Relive Beautiful Memories: DGODRT desktop portable slide viewer can enlarge and light up your old slides, 35mm film, negatives and 2X2" mounted slides on a...
- 3X Magnification Glass Screen: Because your slide and film slips are very small, our slide viewer can enlarges images by 3X, without distortion,...
This device highlights the importance of choosing the right tool for the job. The DGODRT Slide Viewer is not a scanner in the traditional sense; it’s a specialized tool for viewing and digitizing 35mm slides and film negatives. The Brother DS-640 Compact Mobile Document Scanner cannot handle this type of transparent media at all. If your archives consist of carousels of slides or strips of film negatives, the Brother scanner is a non-starter. You need a dedicated film or slide scanner/viewer like this one to properly backlight and capture the image. This isn’t a direct competitor so much as a complementary tool for a completely different kind of archiving project.
3. ScanSnap iX1400 Color Document Scanner
- SIMPLE, ONE TOUCH SCANNING. Press one button and documents are scanned, cleaned up, and organized. QUICK MENU lets you quickly scan-drag-drop to your...
- CAPABLE OF MANAGING ALL YOUR PAPER. Business cards, receipts, and even envelopes are no problem for the iX1400
The ScanSnap iX1400 represents the next step up from a portable scanner: the dedicated desktop document scanner. Like the Brother, it connects via USB, but it’s designed to live on a desk. Its key advantage is a robust automatic document feeder (ADF) that can hold a stack of 50 pages and scan them rapidly, including both sides in a single pass (duplex scanning). For a small office or home office where digitizing multi-page reports, invoices, and mail is a daily task, the iX1400 offers a massive leap in efficiency. The tradeoff is portability. It’s too large to carry in a laptop bag, making the Brother DS-640 Compact Mobile Document Scanner the clear winner for anyone who needs to scan away from their primary workspace.
Our Final Verdict on the Brother DS-640 Compact Mobile Document Scanner
After extensive use and analysis, we can confidently say that the Brother DS-640 Compact Mobile Document Scanner is an outstanding tool for its target audience. If you are a mobile professional, a frequent traveler, or anyone who needs to bridge the paper-to-digital gap while away from the office, this device is a game-changer. Its extreme portability, fast single-sheet scanning, and simple USB-powered operation solve a real-world problem with elegant efficiency. It excels at quickly digitizing single-page documents, receipts, photos, and ID cards, producing high-quality results that far surpass what a smartphone can achieve.
That said, it’s not for everyone. The potential for frustrating software installation, particularly on Windows 11, is a significant drawback you should be aware of. The single-sheet feed makes it unsuitable for high-volume work, and its reliance on a slightly dated Micro-USB cable is a minor annoyance. However, for its intended purpose of on-the-go scanning, these are acceptable compromises. If you need a reliable, feather-light scanner to slip into your laptop bag and tame the paper chaos of remote work, the Brother DS-640 is a fantastic investment. We highly recommend it for the digital nomad and mobile worker. You can buy the Brother DS-640 and reclaim your productivity on the road.
Last update on 2025-11-06 / Affiliate links / Images from Amazon Product Advertising API