How to Scan and Change Documents Quickly and Easily

In today’s digital-first world, the ability to scan and change documents is a valuable skill. Whether you need to update old records, edit forms, or repurpose text from printed materials, transforming paper documents into editable digital formats can save time and improve efficiency.

This guide walks you through the process of scanning and changing documents with ease, helping you optimise your workflow and reduce reliance on physical paperwork.

Why Scan and Change Documents?

Digitising and editing paper documents offers several advantages:

1. Time-Saving

Quickly update information without the need to retype everything manually.

2. Enhanced Accuracy

With Optical Character Recognition (OCR), scanned documents become editable, ensuring that your updates are precise.

3. Improved Accessibility

Store, share, and retrieve digital documents effortlessly from anywhere.

4. Eco-Friendly Solution

Reduce paper usage and create a sustainable workspace by going digital.

Tools You Need to Scan and Change Documents

1. Scanner or Scanning App

Invest in a reliable scanner or use scanning apps like Adobe Scan or CamScanner. Many smartphones also have built-in scanning features.

2. Optical Character Recognition (OCR) Software

OCR tools like ABBYY FineReader or Adobe Acrobat can convert scanned documents into editable text.

3. Editing Software

Use word processors like Microsoft Word, Google Docs, or PDF editors to make changes to your scanned files.

Step-by-Step Guide to Scan and Change Documents

Step 1: Prepare the Document

• Remove staples, clips, or folds for smooth scanning.
• Ensure the document is clean and legible.

Step 2: Scan the Document

• Use your scanner or a mobile app to capture the document.
• Save the file in a high-quality format like PDF or JPEG.

Step 3: Apply OCR

• Open the scanned file in OCR software.
• Convert the image-based document into an editable text format (e.g., Word or PDF).

Step 4: Edit the Document

• Use editing software to make the necessary changes.
• Check for formatting consistency and accuracy.

Step 5: Save and Share

• Save the updated document in your desired format.
• Store it securely or share it with others as needed.

Tips for Scanning and Changing Documents

1. Use High Resolution: Ensure your scanner is set to at least 300 DPI for clear, readable scans.
2. Proofread After Editing: OCR isn’t perfect; check for errors in text conversion.
3. Organise Your Files: Save your documents in well-labeled folders for easy retrieval.

The ability to scan and change documents is a game-changer for individuals and businesses alike. By following this guide, you can streamline your workflow, reduce errors, and enjoy the convenience of digital document management. For expert and ISO 9001 certified assistance with scanning and document editing, contact us at 0333 577 3226 or info@plan2scan.co.uk, or visit our scanning services page to get started.

Scan and Change Documents FAQs

Q1: What is OCR, and why is it important?

A1: OCR (Optical Character Recognition) is a technology that converts scanned images of text into editable and searchable digital formats, making it easier to update and repurpose documents.

Q2: Can I scan and edit documents using my phone?

A2: Yes, many mobile apps like Adobe Scan and CamScanner support scanning and include OCR capabilities for basic editing.

Q3: Is it possible to edit handwritten documents after scanning?

A3: OCR can recognise some handwritten text, but the results may vary depending on the handwriting’s clarity. Typed text yields the best results.