Scanning a document is one of the more common tasks that we carry out on a daily basis. Whether it’s a contract, a report, or anything else, scanning ensures that we can easily access and share information with others. But what does it actually mean to scan a document? And how do you go about doing it correctly? In this article, we will explore the basics of scanning documents and give you some tips on how to make the process as smooth and easy as possible.

What is Scanning?

Scanning is a process of capturing digital images, text, or other information from a physical object. A scanner uses an image sensor to capture the image and convert it into electronic data. Scanners can be used for various purposes, including document scanning, graphic design, and photo editing.

What are the Different Types of Scanning?

There are a number of different types of scanning that can be performed on documents.

The most common type of scanning is optical character recognition (OCR), which uses a scanner to translate text and images into digital form. OCR technology is often used to convert books, magazines, and other print material into digital format so that they can be read by computers.

Another type of scanning is called “optical character recognition plus” or “OCR+.” With this method, the scanner reads both the text and the images in a document and then creates a digital copy that includes both types of information. This type of scanning is often used to capture information from printed materials that have been damaged or illegible due to age or wear.

Digital imaging scanners are another type of scanning device that can be used to capture images and documents. These scanners use high-resolution sensors to capture detail in both dark and light areas of an image, making them ideal for capturing photographs, pictures, and other types of photo-realistic images.

All types of scanners can be used to convert physical documents into digital form. However, some scanners are better suited for certain types of scans than others. If you plan on using your scanner for any kind of document scan, it is important to research which type(s) of scan your device is best suited for before you make your purchase.

How to Scan a Document?

To scan a document, you first need to open the document in your device’s main application. After opening the document, you will be able to see the visible text and any images that are included in the document. You then need to use your device’s camera or scanner to capture the image of the document. Finally, you can save the image of the document to your device.

What Are the Benefits of Scanning Your Documents?

Scanning your documents can help you keep track of important information, protect your data, and make electronic copies of documents that you need to access. Scanning also allows you to easily share or print documents.

When scanning your documents, it is important to use the correct settings on your scanner. For example, if you are scanning a document for storage purposes, make sure the document is saved as a PDF file. If you are scanning a document for use in an online application, such as Gmail or Google Docs, make sure the document is saved as a JPEG file.

There are several benefits to scanning your documents:

  • Scanning your documents can help protect your data. If a document is scanned and stored electronically, it cannot be lost or stolen like a physical document can.
  • Scanning your documents can help you keep track of important information. If you have multiple versions of a document with different dates or notes, scanning the document will allow you to easily compare and choose which version to use.
  • Scanning your documents can make electronic copies of them that you can access from anywhere. This is helpful if you need to read a specific section of a document but do not have time to go through all of it again or if you want to keep a copy of the document for future reference.

Should I Outsource Or Do My Own Scanning Projects?

Scanning is a process of transforming physical information from one form to another. Documents can be scanned in order to create digital copies, or to convert them from a physical format into a digital one.

There are pros and cons to either option, so it’s important to weigh each before making a decision. Here are some things you should consider when deciding whether or not to outsource your scanning projects:

  • Cost: The main reason to outsource your scanning projects is cost. By using an outsourcing service, you can save money on the labor involved in scanning documents. On the other hand, if you’re doing the scanning yourself, you will have to pay for the equipment and materials needed to complete the project.
  • Time: Depending on the complexity of your scan project, outsourcing may take less time than completing it yourself. However, if you’re inexperienced with scanning or need help finding the right service, it may take longer.
  • Quality: If you’re looking for high quality scans, it’s best to outsource the job. This is because professionals typically use more accurate equipment and software that produces better results. If you’re doing the scanning yourself, however, your results will likely be more uneven due to lack of experience and inaccurate tools.

Ultimately, it’s important to weigh all of these factors before making a decision about whether or not to outsource your scan project.

What document scanning choices do I have?

When scanning a document, there are a few different options that you have. The most common and basic mode is to just scan the document as it is placed in front of the scanner. This will save the image onto your computer as is, without any modifications.

The second option is to add some basic corrections to the scanned document before saving it. For example, if you want to fix spelling or grammar mistakes, you can use software like Adobe Acrobat or Microsoft Word to make these corrections before saving the file.

The third option is to create a PDF file from the scanned document. This will create a perfect copy of the original document with all of its original formatting and colors intact. PDF files are often used for printing purposes, so they are ideal for preserving the exact look and feel of a scanned document.

Top 5 Reasons To Scan

  1. To save time: Scanning a document can often save you time in the future because it eliminates the need to search for and retrieve a specific document.
  2. To protect your information: By scanning your documents, you can ensure that they are protected from unauthorized access and destruction.
  3. To improve communication: By scanning text or images into electronic form, you can create copies that can be used for electronic communication or publication.
  4. To increase efficiency: Scanning a document can help you to more quickly locate specific information within it, making it easier to work with the document.
  5. To reduce the amount of paper wasted: Scanning documents can reduce the amount of paper that is used in an office or home setting, which can lead to reduced environmental impact and cost savings


Scanning a document can be a great way to reduce the amount of paper you need to store, and it also helps you keep track of important information. To scan a document, first make sure that the document is properly organized and clean so that the scanned image will be clear. Next, use the appropriate scanning software to convert your paper document into digital form. Finally, save your scanned image on your computer or other storage device.