Document Scanning – All You Need to Know

Documnet Scanning

Document Scanning – All You Need to Know

Document scanning alters an ordinary paper document into an easily accessible digital copy. Paper documents are a hurdle to the way of accessibility, productivity, and skill of any certain organization because they have inefficient nature.

Paper documents are tough to manage, protect, and secure. Conversion of these same paper documents into electronic files sort out these problems. This also assures money saving with the integration of such pictures into daily business works.

The process is so simple that the paper documents get pass via the scanning device that alters the paper document into an image format. When in image format, information is enter that elaborates about the reason to fill it.

With the use of these scan images, some special scanners are also usable for reading, interpreting, and manipulating them with the use of Optical Character Recognition (OCR) and Intelligent Character Recognition (ICR) technologies.

These are the technologies that transfer the image into text and data. This makes it readable for sharing or retrieval with other documents or applications.


A document scanner is a device that copies the content from printed pages and converts that into a digital text format. Mostly, small businesses use scanners for digitizing their legal and crucial documents, business cards, correspondence, and all other sorts of printed items. It saves a lot of time in comparison to laborious manual data entry.

Moreover, this is the technology that contains two different but core parts;

  1. Hardware converting page into an image, and
  2. Software for extracting text from the image.


Generally, there are three types of document scanners, mentioning each of them below in detail;

  1. Flat Scanner:

The flat scanner is the scanner type that enables you to scan a document with the placement of the document in a flat position in front of a glass panel. Also, this is the most common type of scanner you can easily find everywhere.

  1. Hand Scanner:

The hand scanner is a small size scanner. This type of scanner should get move in a manual or semi-manual way in successive parts over the document for scanning the entire document perfectly.

  1. Sheet-Fed Scanner:

This type of scanner feeds the document via the lighted slit for scanning them. This is a similar process, like fax machines. Also, this sort of scanner is getting build a lot into machines like multi-functioning printers.


These are the elements that feature the scanner.

  • Resolution:

This gets denote in dots per inch (dpi). Resolution is what defines the fineness of the scan. The size order or the resolution is about 1200per 2400 dpi. The horizontal resolution is dependent on the number of captors and quality. Besides, the vertical resolution is link to the accuracy of the drive motor.

  • Document Format:

The format of the document is dependable on the size. The scanners can accommodate the documents of different sizes that vary from A4 (21 × 29.7 cm) to A3 (29.7 × 42 cm) but that’s rare.

  • Acquisition Speed:

It is denoted in PPM (Pages per Speed). Acquisition speed is what shows the ability of the scanner to pick up a significant amount of pages per minute. Besides, it is dependable on the format of the document and the resolution selected to scan the document.

  • Interface:

This is the connector of a scanner. The most preferred interface is FireWire because of its speed that is particularly suitable for the peripheral.


A document scanner is making things easier for the working agencies to work. It turns everything digital that easily accessible. Moreover, there are a lot of benefits incorporated with a document scanner. Some of them are;

  • Reduced Loss Risk:

Scanning the paper documents reduces the risk of loss of crucial information. It also reduces the risk of loss of a business opportunity for the lack of timely access to specific information.

  • Improved Productivity:

Also, a digital filing system assures easiness for searching for information with the use of simple keywords or phrases. Scanned documents quickly denote the hunted thing that reduces the amount of time and improve productivity.

  • Better Disaster Recover:

Furthermore, it is also a disaster managing tool. Scanned documents can easily get stored on the computers inclined to get daily back up. Furthermore, they can also get stored on drives at off-site locations.


It’s obvious that there is a particular way in which the document scanner works. It includes steps that complete the process of document scanning.

So here are those steps that will let you know the entire process;

Step 1: Firstly step is capturing the image of the document or extracting the content. This gets done in two processes, document capture and data capture.
Step 2: Secondly, you have to prep your documents for scanning that would be removing staples, paper clips, etc.
Step 3: Now, the document gets captured via conversion.
Step 4: After that, get the digital representation of the document. Save that into any format like JPEG, TIFF, PDF, etc.
Step 5: Next is to process the forms. According to your requirements, capture the entire form.
Step 6: Now, the scanner will recognize the content you want in digital format.
Step 7: After that, index your documents to easy accessibility.
Step 8: Finally, you are done! Now you can use your documents.


So, documentation is a crucial thing for professional work life. Document scanners are a good initiative to make things easier to manage for a working place.