Long gone are the days where you needed to take someone’s help to deliver your documents and worry for their security in case of documents with sensitive data, as we live in the era of digitalization!
Digitalization has made it possible to scan and share the documents as such, to the recipient without actually sharing them physically, hence the data is shared without any involvement of a third party delivery system.
In this article, we are going to focus on how to scan a document and how can you simplify scanning with the help of your phone.
Why should we scan a document We can scan our documents and store or share them whenever required from wherever we are. It can be shared easily, preserving the physical document. Digital storage can be useful during the time of adversities, for example – if you have lost your certificate but own a scanned copy of it, you can easily claim a copy from the organization.
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Usually, desktop scanners are used in professional places and offices but you can simply use your smartphone to scan a document if you work from home or submit assignments online.
How to scan a document using phone
To begin with, let us first learn about the steps involved in scanning the document using a phone, which can be done in two ways:
Using your phone camera Using an application to scan the document
Both the ways involve the same steps but different requirements, which we will discuss further in detail.
The steps to scan a document are Keep your document on a flat table or any flat surface such that the lighting is good. Open the application or camera and take a picture of the document. You can crop, adjust brightness, contrast, lighting, etc on your phone after you capture the photo of your document. Save the document to store it as a digital scanned document. Scan a document with a phone camera You can use Google Drive to store and scan your document. Open the ‘Google Drive’ on your phone. Click on the ‘Add’ option, at the bottom right corner. Click on the ‘Scan’ option. Take a photo of your document and adjust it accordingly. Click on ‘Done’ to finish saving the document. Note: You can add the ‘Drive Scan’ shortcut to your home screen for quick access. For this follow these steps: Find the ‘Drive Scan’ widget and drag it to your Home screen. Select the account. Choose or create a new folder. Click on ‘Select’. The folder would be added to your widgets.
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The steps to scan a document using a scanner application are:
Search, choose, and select an application for free from the ‘Play store’ for scanning the document. Download and install the application. Permit to access your gallery by clicking on ‘Accept’. Open the application and search for the ‘Scan’ option or a ‘Camera’ shaped symbol on the screen. Click pictures of your document pages individually. Adjust, crop, and alter the document as required. Click on ‘Done’ to save on your phone. You can change the format before saving or sharing. Now your document is scanned and ready to share digitally.
If you use an application for scanning then you get additional features that you will not get with the phone camera. They are:
Option to alter your document accordingly. Options for converting the document into different formats such as – PDF, JPEG, etc. Easy sharing to other devices. Effective storage and editing are possible. Best applications to scan a document using a phone
Let us check out some of the best document scanning applications available, that will work just as best as your desktop scanner.
1. Adobe Scan: Mobile PDF Scanner
Adobe scan is one of the latest applications launched and available for free.
You scan a document or PDF as it recognizes the texts using OCR (Optical Character Recognition), that is, automatic recognition of texts.
Some of the features of Adobe Scan are:
Easy and portable scanning Add business cards to your contacts Make scanned document re-usable Save documents to the exclusive Adobe Document Cloud for instant access and sharing whenever required. You can choose the document paper size for efficient scanning. Organize the scanned documents in individual folders 2. Doc Scanner: Phone PDF Creator
Doc Scanner is an Indian application that is easy to understand and helpful to make quick scans.
The features of Doc Scanner are as mentioned below:
The new application has received several positive reviews in a very short time. It is smooth and efficient to scan, covert and store files. The quality of the documents scanned is very good. It has options to enable batch scanning and editing. You can share the document in image or PDF format immediately after scanning. You can print or fax documents directly using this application. 3. Clear Scan
The clear scanner is yet another application that consists of all the tools required for scanning, editing, and sharing a document digitally.
The key features of the Clear Scan application are:
You can share the scanned files immediately over various platforms such as E-mail, Dropbox, OneDrive, SkyDrive, Google Drive, Evernote, etc. You can add filters to your documents. Print your documents directly from the Print Cloud. Editing and changing the formats of the document can be done before saving it. 4. AIR Scanner
AIR scanner is one of the best Indian scanners developed by IIT (Indian Institute of Technology) -Bombay, which works on Artificial-Intelligence based scanning and reading.
Its features are:
As it is an AI-based application, it works as an audible narrator once you scan the document as it can identify the characters. There is a dictionary provided so that whenever you tap on a word, it displays its meaning. It is available in Hindi as well as English.