In the midst of the digital era, speed and efficiency in business processes are essential requirements to stay productive and up-to-date. However, the current scenario presents real challenges and, with regard to knowing how to scan documents, could not be otherwise.
The sheer volume of documents that need to be shared, stored or processed electronically reveals the need for document digitization – or, in other words, for the quick and accurate conversion of printed pages into accessible digital files.
Throughout this article, we'll explore three effective and quick methods for scanning documents, eliminating the need for costly professional scans and delays in completing important tasks.
From smartphone apps to all-in-one office devices, we'll introduce you to versatile options that suit different needs and budgets. Good reading!
Why is it important to turn paper documents into digital documents?
The digitization of documents, that is, the transformation of physical documents into digital documents, represents a crucial action to promote a company's productivity, efficiency and competitiveness. Naturally, there are a number of reasons why this transition is so important to the organizational success of your business.
Firstly, document scanning facilitates quick and easy access to information. With digitized files stored in an organized and secure system, staff can locate and retrieve data in a matter of seconds, eliminating time spent searching for physical documents in bulky folders or files.
Additionally, digitization promotes collaboration and effective communication among team members. By sharing digitized files through intelligent platforms, e-mails or cloud storage services, the dissemination of information occurs instantly, regardless of the geographic location of employees.
Another significant benefit is the reduction of operating costs. Scanning eliminates the need for excessive printing, physical paper storage and dedicated file space. This not only saves money on supplies and infrastructure, but also contributes to a more sustainable work environment.
Security is also enhanced with digitization, as access to digital documents can be controlled through permissions and passwords, ensuring that only authorized persons can view or edit the most sensitive information.
In short, the digitization of business documents configures a strategic decision to improve the efficiency, safety and sustainability of a company. By taking this approach, organizations can strengthen their operations and successfully adapt to an ever-evolving marketplace.
How to scan a document in 3 different ways
To that digital document management is implemented in your business, it is necessary that, first of all, you define which equipment will be used to carry out the scanning process:
Mobile app
Best suited for personal and occasional use, this solution requires user participation throughout the process. When using a scanning application, keep in mind that the quality of the scan is proportional to your ability to capture the image.
multifunctional
It is usually a good indication for occasional professional use. Although the features are somewhat limited, it serves well for companies that do not have the digitization process as a fundamental part of their workflow.
professional scanner
Undoubtedly, the best option for professional use, especially in companies with a high demand for digitization. A professional scanner offers a number of optimization and automation features, allowing the user to perform other tasks while the equipment performs the scans by itself.
Below, we will present a quick and accurate step-by-step for each of the three. It should be remembered that, regardless of the chosen method, it is important to organize the documents correctly, in order to avoid pauses and harmful mistakes to the process.
Do not forget, therefore, to separate the papers manually, removing any sheets, clips or staples from them; to check that the glued pieces of paper did not leave any air entrance; and arrange them in the correct order.
How to scan a document from your cell phone
There are a multitude of applications that make it possible to scan documents. In this step-by-step guide, we'll explain how to do it using Google Drive (Android) and Notes (iOS).
Scanning a document from Google Drive (Android)
Android system users can use Google Drive as a simple and efficient means of scanning documents.
Step 1: Access the Google Drive app and go to the “Add” button at the bottom right.
Step 2: Select the “Scan” option.
Step 3: Photograph the document and, if desired, use the “Crop” option to adjust the scanning area.
Step 4: Tap “Done” and that’s it – your file has been successfully scanned.
Scanning a document from Notes (iOS)
iPhone users can also scan documents in just a few steps. Since iOS 11, Apple has equipped Notes with functionality that not only allows you to quickly scan documents, but also add signatures and share the file.
- Step 1: After opening the Notes app, create a note.
- Step 2: In the bottom menu, tap the camera icon and select “Scan Document”.
- Step 3: Position the document in view of the camera and press the capture button, as if you were going to take a picture.
- Step 4: Adjust the scan, moving the corners to match the size of the page
- Step 5: Tap “Keep Scanning”.
- Step 6: Tap “Save” when done and the document will be saved in your note in PDF format. If you click “Share”, you can send the file via email or to other apps.
There are several other specific applications for this function that you can download. The mechanics are basically the same as in the examples above, but many have extra features, such as adding filters to improve image quality. Some examples are CamScanner, Adobe Scan and Genius Scan.
How to Scan a Document from an All-in-One or Scanner
The process of scanning documents using a functional printer or scanner is basically the same.
Each equipment model has its own manager software – however, Windows has the Windows Fax and Scanner, a feature capable of carrying out the scanning process on its own, and in a simple way. The advantage is that the following method works for any scanner or all-in-one.
- Step 1: Place a document on the printer's scan tray. Remember to position the document correctly so the scan doesn't just take part of the image or document.
- Step 2: In the search field, type “fax” and click on the Windows Fax and Scan result.
- Step 3: With the printer already connected, click on “New Scan”.
- Step 4: Under “Scanner”, verify that Windows has recognized the device to be used. Otherwise (or in case you have more than one device), click on “Change” and choose the correct one.
- Step 5: Under “Profile”, choose “Photographic” for photos, or “Documents” for documents.
- Step 6: In “Origin”, choose the “Table” option, if you are using a multifunctional, or “Feeder”, in case of a model with feeder.
- Step 7: In the tab that will open, you will configure your scan. Choose your preferred option for colors in the “Color Format” option. In most documents, Grayscale is used. Under “File Type”, select the output file extension. Finally, set the scanning quality in “Resolution (DPI)”, remembering that the higher the number, the greater the quality and file size.
- Step 8: Select “Preview” to see how the final file will look. With everything right, click on “Scan”. Define the file name and choose the folder where it will be saved, and click on “OK”, so that your document is finally scanned.
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Do I need to sign scanned documents?
Signing a document is an essential element in many business and legal processes. Even after digitization, the validity and authenticity of some documents rely on signatures to make them legally binding.
Therefore, there is a need to have a reliable solution that allows the digital signature, promoting excellence in the electronic document management.
ZapSign is a powerful electronic signature platform that offers a simple and secure solution for signing scanned documents, ensuring digital signatures have the same legal validity as manual paper signatures.
The subscription process is easy and intuitive. Digital signatures are protected by cryptography, guaranteeing the authenticity of the document. In addition, you can include timestamps to create a reliable record of when the document was signed.
Thus, ZapSign allows the collection of signatures from several parties in different locations, eliminating the need for physical displacements to obtain manual signatures. With the ability to sign documents from anywhere, the platform significantly streamlines business processes and reduces the time required to complete important transactions.
If you need a modern and reliable solution that simplifies your document management and boosts productivity throughout your organization, how about getting to know ZapSign's solution? Click here to try our trial version!
