What is the best way to ensure scanned documents are readable?

1 Choose the right scanner

Not all scanners are created equal. Some have higher resolution, faster speed, and more features than others. Depending on the type and volume of documents you need to scan, you may want to invest in a scanner that suits your needs and budget. For example, if you scan a lot of photos or graphics, you may need a scanner with a high dpi (dots per inch) rating, which measures how sharp and detailed the images are. If you scan mostly text documents, you may need a scanner with OCR (optical character recognition) capability, which converts scanned text into editable and searchable files.

2 Prepare the documents

Before you feed the documents into the scanner, make sure they are clean, flat, and free of staples, paper clips, or other obstructions that could damage the scanner or affect the quality of the scan. If the documents are wrinkled, torn, or faded, you may want to repair them or make copies before scanning. You should also sort the documents by size, orientation, and color mode, and adjust the scanner settings accordingly. For example, if you scan a mix of letter-sized and legal-sized documents, you may want to use the automatic document feeder (ADF) mode, which detects and adjusts the paper size automatically. If you scan documents with color or grayscale images, you may want to use the color or grayscale mode, which preserves the original colors and shades better than the black and white mode.

3 Check the preview

Most scanners have a preview function that allows you to see how the scanned image will look like before you save it. This is a useful feature that can help you spot any errors or problems with the scan, such as misalignment, skewing, cropping, or noise. You can use the preview function to adjust the scan area, resolution, brightness, contrast, and other settings until you are satisfied with the result. You can also use the preview function to rotate, flip, or crop the scanned image if needed.

4 Save and name the files

After you scan the documents, you need to save them in a format and location that are easy to access and manage. The most common formats for scanned documents are PDF, JPEG, and TIFF, each with its own advantages and disadvantages. PDF is a versatile and widely used format that can contain text, images, and graphics, and can be compressed to reduce file size. JPEG is a popular format for photos and graphics that can also be compressed, but may lose some quality in the process. TIFF is a high-quality format that preserves all the details and colors of the scan, but can result in large file sizes. You should choose the format that best suits your purpose and preference, and save the files in a folder or drive that has enough space and security. You should also name the files in a clear and consistent way that reflects the content and date of the scan, and makes it easy to find and organize them later.

5 Review and edit the files

The final step is to review and edit the scanned files to ensure they are readable and accurate. You should open the files and check for any errors or issues that may have occurred during the scanning process, such as missing pages, inverted images, or distorted text. You should also check the quality and clarity of the images, and make any adjustments or enhancements if needed. For example, you can use an image editing software to crop, resize, rotate, or sharpen the images, or apply filters, effects, or annotations. If you scanned text documents with OCR, you should also check the accuracy and formatting of the text, and correct any spelling, grammar, or layout errors. You can use a word processing software to edit, format, or convert the text, or a PDF editing software to add, delete, or modify the pages, text, or images of the PDF files.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?