Did you know that 7.5 percent of paper documents end up getting lost when running a business? Scanning a document is a great way to save and store important documents for your business, but there are a number of things that you should do if you want to experience successful document scanning.
The odds of making a mistake go up if you’re planning on scanning a batch of documents for your business and turning each document into a digital copy. The good news is that you’re in the perfect place to learn some helpful pointers for the next time that you scan a document.
Keep reading this article to learn about five helpful tips today!
Table of Contents
1. Check for Metal
The last thing that you want to do before scanning a document is to check it for any metal. Running metal through a document scanner is a great way to ruin an expensive piece of equipment. Staples are also a big risk when you’re handling document scanning.
Be thorough, and use scissors if needed in order to remove any difficult staples from your physical document. You’ll have much better results when you get rid of any metal before scanning.
2. Make Sure the Physical Document Is Flat
Scanning a document that isn’t flat will result in a digital copy that is difficult to read. Make sure that your physical document is flat on the scanner before you press the button to start document scanning. You can also make use of ocr.net if you encounter any difficulties during the scanning process.
3. Keep the Physical Document Clean
It is difficult to scan a document when the physical copy that you’re using isn’t clean. The digital copy will end up looking smudged and dirty. Avoid making highlights or other marks on the document as well, as that makes it more difficult to read when you access the digital copy.
4. Use Blank Page Detection
When you’re planning on scanning a large batch of documents you need to use the blank page detection function. Most modern scanners have this function so that you don’t waste paper when you accidentally scan a blank document. It saves you time since you don’t need to spend long minutes searching for blank documents
5. Back Up the Digital Copy to the Cloud
If you want to stay organized then you need to make the extra effort of backing up your scanned documents to the cloud. If something should happen where you lose all of your data then you’ll still have all of your most important documents in a safe location for future use and access.
Now You’re an Expert at Scanning a Document
Scanning a document doesn’t sound like something that should be overly difficult, but many people struggle with turning a physical document into a digital copy. Remove any staples or paperclips before you go to scan a document, and make sure that you use the blank page detection function. You should also back up all documents to the cloud.
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