Document Scanning

Scanning has become a normal activity concerning documents these days. If you want to digitize your documents and photographs, it is one of the best options you can do. At times, business processes require scanning some files. These days when different companies are aiming to reduce paper use, it is the most common thing that employees do to secure copies of important files.

Would you like to scan your documents and photos as well? How would you do it? And how much does document scanning cost? These plus surprising facts and myths are what we are going to discuss in this article. Read on and feed your mind.

Scanning Myths Debunked

You may be familiar with the idea of scanning, but some of the things you know may turn out as myths. Here are some false thoughts about scanning:

  • Scanning files is costly.

Whether you’re doing it for personal reasons or for your business, it is a fact that you will have to spend money for digitization. But what you may not realize is that organizing and maintaining non-digitized documents can be more expensive in the long run.

As for personal reasons, you may just scan your documents and photos using a photo scanning app and create numerous copies of them. You can also find some affordable physical scanners. But when you opt to store and maintain physical documents and photos, you will have to maintain them from time and again. You will have to purchase appropriate materials for security and protection purposes. You might just spend more.

As for businesses, companies have saved a considerable amount of money by scanning and digitizing their documents. Doing so requires a smaller number of employees to manage files.

  • Physical copies do not occupy much space.

Sure, it may look that way. But try to keep your files in a single area, and you will realize how much space they occupy. Scanning your files and opting to keep soft copies can save you a lot of space, which you can use for other important projects.

  • Searching and organizing physical documents and photos do not consume much time.

This is definitely not true. Imagine having to search amid numerous physical files and compare the length of time you need to do it against the time required to search for scanned files stored in computers. When doing the former, you need to check numerous folders or sheets.

When doing the latter, you just need to type the file name and you’re good; assuming you saved all your files in a systematic way. Try to compute the total number of time spent doing both in a year, and you’ll realize that you’ll be able to save hundreds of hours if you opt to scan and digitize your documents.

Types of Scanners

Just like other devices, scanners come in different types. Below are some details about each that will help you determine the best item for you.

  • Flatbed scanners

These scanners have the appearance of miniature printers and feature a flip-up cover for protection. They can scan standard- or legal-sized documents depending on the scanner’s size. Flatbed scanners are best for newspaper articles, book chapters, photographs, or bulky items like DVD covers.

Oftentimes, flatbed scanners are part of multi-functional printers.

  • Sheetfed scanners

When using sheetfed scanners, you need to place photos or documents into the automatic document feeder (ADF) instead of putting on the platen one at a time. A sheetfed scanner is best for scanning documents especially if you’ve got a lot. It also comes with various features that offer better data capturing and processing experience.

  • Photo scanners

From the name itself, a photo scanner is best for scanning photos. While all-purpose scanners will also do, they cannot scan in exceptionally high resolutions and may not be good enough for digitizing films. Photo scanners come with specialized technology that can deal with negatives and slides. Such technology also allows cleaning up old photos.

  • Portable scanners

Obviously, you can use portable scanners everywhere. You can easily hold one and even fit it in your pocket. The quality of the device’s work will depend on how steady you hold it.

Portable scanners do not give high-resolution scans; therefore, they are not advisable for scanning photos.

Helpful Tips and Facts Regarding Photo Scanning

When it comes to scanning items, dealing with documents is easier compared to dealing with photos. For this, here are some tips and facts for you should you plan to do some photo scanning.

  • Be particular with your type of scanner.

When looking for a scanner, closely look at the features offered and prioritize your reason for buying one. It may be tempting to opt for easy-to-use devices, but you should that most of them are of poor quality.

  • Cleaning up dust and scratches is a must.

It is good to opt for scanners offering digital dust and scratch removal features. There are software-based and hardware-based versions that you may try. In the event that your scanner does not offer such features in good quality, you can just blow the dust off your photos.

Dust and scratches can greatly affect the quality of your scanned documents; hence, make sure to eliminate any form of dirt before scanning if you can.

  • There’s a ‘Restore’ option that you can use when scanning old photos.

Need to digitize old and faded photos? You may opt to restore their colors through the restore option that comes with most scanners. While you can fix the colors using photo editing programs, it will require more effort than using a scanner’s aforementioned option.

Conclusion

Scanning is a serious task, so you should likewise take it seriously. You should make quality your top priority when it comes to picking a device. Also, you should not forget other important considerations like your personal concerns and preferences. Make sure to educate yourself about numerous facts and myths concerning scanning, so that you will know the right things to do and the right choices to make.

Nowadays, digitizing documents and photos is becoming more and more important. It saves you time, effort, money, and a lot more things. When planning to digitize your items, it is a must to be careful with every step you make.

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