Document scanning is the process of converting physical documents into digital format. It involves using a scanner to capture images of paper documents, which are then processed and stored as electronic files. The digital version of the document can be easily searched, stored, and shared, providing increased accessibility and efficiency compared to traditional paper-based documents. Document scanning is often used for record-keeping purposes, archiving, or digitising business processes.
How Does Document Scanning Work?
The document scanning process uses a scanner to capture an electronic image of a physical document. The scanner uses a light source and a sensor to digitise the document. The captured image is then processed using software to improve its quality and make it more usable. This may include cropping, adjusting brightness and contrast, or applying optical character recognition (OCR) to make the text searchable and editable. The final electronic version of the document is then saved in a preferred format, such as PDF or JPG, for future use and storage.
Steps Involved in the Document Scanning Process
- Preparation: This involves organising and sorting the physical documents, removing staples and paperclips & making sure the documents are clean and free of dirt or debris.
- Feeding: The feeding process in document scanning refers to the movement of a physical document through a scanner to be digitised. We should align the document properly so that it can be scanned correctly.
- Scanning: This involves using a scanner to digitise the physical documents, either one at a time or in bulk. The scanned images are then saved in a digital format, such as PDF or JPG.
- Image Correction: Adjusting the scanned images to improve quality (e.g. cropping, adjusting brightness and contrast).
OCR System (Optical Character Recognition) is a technology used in document scanning to convert scanned images of text into editable text. It can reduce the time and effort needed to manually enter the text from scanned documents and improve accuracy and efficiency in the data processing.
Benefits of the Document Scanning Process
Here are some benefits of document scanning.
Faster Searchability
Hardcopy documents can be challenging to manage as they take up physical space, can be easily lost or damaged, and can be time-consuming to search through to find specific information. Digitising these documents makes organising, searching, and sharing information more accessible, increasing efficiency and accessibility.
Cost Effective
Through digitization, printing less paper can reduce printing costs, photocopying, or buying paper and reducing the need for physical copies of documents.
Better Collaboration
This is also a great benefit of document scanning. Digital documents can be easily shared and edited by multiple users daily, improving collaboration and reducing the need for paper-based distribution.
Reclaimed Physical Storage
When hardcopy documents are converted into digital files, they can be stored on a computer, reducing the amount of physical storage space required. This can free up valuable storage space and reduce the need for off-site storage solutions. Reducing physical storage can also make managing and accessing information easier, improving efficiency and productivity.
Upgrade Security
Storing physical documents requires physical space and can become disorganised or compromised over time. Digital storage, on the other hand, takes up less space, is easily accessible, and is more secure.
Environmentally Friendly
Digitization reduces the need for paper, helping to conserve natural resources and reduce waste.
Moreover, the document scanning process depends on the goals and objectives of the process. However, a successful document scanning process generally results in digitising paper-based documents, allowing for more accessible storage, retrieval, and sharing of information.
At Plan2Scan, we don’t just let anyone operate our document scanners. All of our specialist scanning operators are with us for a very good reason, as they have all proven their ability to scan documents quickly, accurately and with a very low error rate. Get in contact with us today!
