Smooth Scanning: 8 Tips to a Better Scan

Scanning of documents and images into digital format has transformed how we share and store information. And while the quality of scanners is ever-improving, there are a few things you can do to ensure you get the best scan possible. Read on for a few tips on how to produce a great digital document.

1. Select the Right Type of Scanner
You have lots of choices when it comes to scanners, so think about the kinds of documents and images you’ll be scanning. A flatbed scanner is ideal for books, art, and other large-format items, while a sheet-fed scanner is optimal for basic documents, letters, and invoices.

2. Feed Documents Automatically
If you’re only scanning a page or two at a time, having an automatic feed scanner on hand may not be a big deal. But for multiple-page documents or the occasional massive record set, a scanner with an automatic document feeder will save you tons of time and eliminate headaches.

3. Optimize Speed and Quality
Find the Goldilocks zone of speed—a balance of your needs and your budget. A small office that primarily scans invoices and similar printed documents, for example, can do well with a 60 page-per-minute scanner. Work with your office equipment dealer to find the best device for your business.

4. Consider Specialty Scanners
Will you need to scan business cards? Or will you have blueprints, sketches, and maps that require a large-format machine to handle your business documents? Different scanners have different strengths, so make sure you consider the types of documents you will be digitizing to match the device to your needs.

5. Tidy Torn Pages
Rips and tears can become disastrous if fed into a scanner, causing paper jams and further damage to the original document. Inspect pages before scanning to guarantee a clean scan. Keep clear tape handy to patch up any tears before scanning.

6. Remove all Metals
Simple but valuable advice that can save you a world of regret is to make sure to remove all paperclips and staples before feeding documents to your scanner. Trust us on this one.

7. Shuffle up the Sheets
Simply fanning or thumbing through a stack of papers before loading a stack of hard copies into an automatic feed scanner will make it easier for your device to grab and feed them one at a time.

8. Set Defaults and Use Shortcuts
Think about the kind of document you’re scanning and choose the scanner defaults that get you the most appropriate file type, resolution, and color. Some scanners also include optical character recognition (OCR) to automatically detect text and import data like contact information.

Quality scanning is vital for capturing the information your business needs, be it contracts or images. Follow these tips and you’ll be well on your way to high-quality digital documents and images. Contact Monster Technology to explore your scanning options.