Portable scanners are one of today's necessities. Everyone has various valuable documents, such as important photos, diplomas, tax reports, proof of bill payments, and so on. Storing these documents shouldn't be a problem as long as they are kept in the right place. Unfortunately, some documents are prone to weathering, and most often, they get lost or misplaced. Digitizing important paper documents is the final solution. By digitizing documents, we can save resources and storage space, and achieve better management of documents. Imagine that you can store up to thousands of documents on your small device. You also don't have to rely on a fax machine and hope that your remote partner has the same machine to just send work documents. Digitizing is turning your document into "something digital" so that you can store and send it as a digital file to other people. For simple digitization, you can use a normal mobile phone camera but for truly identical results a document scanner is a must. In the case of daily use, a better scenario is a "personal scanner" that can be operated at home.
Tips for scanning documents
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Prepare everything: Before scanning, you may have to prepare everything; open every door and drawer of the storage cupboard, take out all the documents, sort them, and collect anything else you might still need. The sooner you start, the better. For some cabinets, you may need at least 6 hours for thorough sorting.
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Prepare your document scanner: To repeat what was said above, you need a document scanner and we don't mean a mobile phone or digital camera, but a real scanner such as CZUR Shine Ultra Pro that can scan documents without producing blurry and asymmetrical images. In short, a real document scanner is capable of converting your documents to digital form without reducing a single detail.
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If possible, go straight for CZUR Shine Ultra Pro: Why? It's not just a document scanner but also a powerful document finder. So whenever you are looking for your document, you can find it quickly by clicking "PDF" and "Searchable PDF". This is a handy scanner that can be folded and moved easily. The scanner beam can be adjusted according to the object being scanned. Equipped with a 24MP camera, it can scan very clearly. It scans smarter than most scanners of its class because users can adjust the brightness of the scanned output by turning the small knob found at the bottom of the tool. This tool is compatible with both Windows and macOS so almost any computer in the world can run it. If all this isn't enough, it offers a variety of interesting features such as tilt adjustment, automatic cropping, two-sided page merging, and of course advanced OCR technology.
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Make several copies of the scan: After scanning a paper document, you can immediately make a copy of it and transfer it to another disk. You can back it up again to a USB stick and save it. You can back up as many scans as you want. The key is to organize storage with consistent names, for example by month and year when you made the copies.
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For small documents, you may be able to use a simple scanner app: However, for small documents that you will use frequently, you can use a simple scanner application that can be run on your smartphone, for example, CamScanner. You can download such scanner apps from Play Store or App Store. However, you must understand that when viewed from a quality perspective, these scanner applications will not be better than real physical scanners. They only work through your cell phone camera and you will not find compatibility between hardware and software as you can find in physical personal scanners that are only created to scan.
Conclusion
Digitization of documents is something that cannot be avoided. You need it even if you don't want it. There is always the possibility of your valuable paper documents being damaged or lost and digitizing them and storing them in several well-kept backups will reduce the risk of losing them. Of course, every digital document can be reprinted in the same condition as the original. With a personal scanner, you can scan almost all documents very quickly, and save them in an editable format. Not only that, but you can also easily find and export them. After all, we hope these tips for scanning documents were helpful.
* This is a contributed article and this content does not necessarily represent the views of sciencetimes.com
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