4 Ways to Convert Paper Documents to Digital Files Easily

May 20, 2022

First things first: take a quick look around your office. Does your office look like a giant mess cluttered with piles of paper documents everywhere? 

Wouldn’t it be nice to clear out all of them and organize your things? If that’s the case, then this is the right time to convert them into digital files.

One of the primary reasons for converting paper documents to digital files is to save space and time. With this, you’ll be able to free yourself from searching for a single piece of information through endless piles of paper documents.

Also, it’ll be much easier and quicker for you to locate the files you need when you digitize your papers. According to experts, people spend 37 minutes searching for the documents they need. But with digitized files, all you need is a couple of minutes and a click or two. 

On top of that, these files can be accessed directly on your smartphones and other mobile devices wherever you are. With this, you can send files through email immediately whenever necessary.

Now, the question is, how? In this article, you’ll learn how to digitize your paper documents easily, such as the following:

1. Document Scanning Software

Document scanning software is an application that will help you simplify the process of scanning and indexing tons of paper documents with its scanning interface. Also, it can handle and manage large batches of paper documents simultaneously.

On top of that, document scanning software provides a reliable and high-quality image. It has a high accuracy rate, producing a highly detailed scan up to the smallest element. It can also automatically enhance images to preserve the quality of your documents using its built-in features, such as streak removal, color balancing, and color reduction. 

Here are other benefits of using document scanning software solutions:

  • Easy Document Capture 

This software can scan and digitize multiple documents and store them in a centralized storage facility.

  • Minimizes Manual Activities 

This software is more effective and efficient than other scanning and digitizing solutions (which will be discussed later). This helps you save more time for more critical processes. 

  • Accessible Information 

Scanning your paper documents allows you to access them anytime and anywhere.

If you’re interested in document scanning or data capture software, check out your local area and look for the best service provider. Make sure you get the features you require for your office.

2. Multi-Functional Devices

Multi-functional devices (MFDs) are all-in-one printers that can perform multiple tasks, such as printing, scanning, faxing, and copying. These are often produced as large machines that help you save a lot of money and space by limiting the need to purchase different devices. 

However, their multi-function system is also their biggest downfall. MFDs don’t possess special features for specific work functions, unlike single-use units. They’re usually limited to basic scanning options, which is why they lack versatility.

In addition, anyone who has MFDs in their offices knows the struggle of using them. People tend to fall in line, causing crowded places that negatively affect productivity. Also, the backup can be extremely overwhelming, resulting in delayed projects as documents pile up on your table.

Furthermore, they may look superb and fascinating in the market, but they’re actually not as good as you think. They’re time-consuming and inefficient, and with that, you might want to try other document scanning solutions below.

3. Desktop Scanners

Desktop scanners are widely popular in the home setup. They’re easy to operate, convenient, and less bulky. But what about offices and other corporate facilities? Do they work effectively and efficiently inside a busy company? Frankly, the answer would depend on the needs of your office. 

A desktop scanner may do if you’re running a small business with a small office space and controlled workload. But if not, it’d be best to have an MFD or document scanning software instead, which is multi-functional and can handle heavy workloads. 

On top of that, desktop scanners are compatible with any device, and they have a simple interface that makes them easy to use. Also, they can only scan one page per paper at a time. In an office setup, you might be standing in front of desktop scanners for hours until you finish that pile of documents you’re trying to upload.

For this reason, a desktop scanner is best for home use, and you should leave it at home, especially when your office scans volumes of paper documents. 

4. Smartphone Scanning Applications

There’s a software application for almost everything in this digital age, including document scanning. You need to use your phone to download a document scanner app. Once installed, open it up and focus the camera on the paper documents you want to scan. After that, you can save on the cloud, on your personal computer, or through email.

In most cases, smartphone scanning apps don’t require desktop support. They can save your scanned files automatically as long as they’re connected to the internet, cloud storage, or email service. Furthermore, it’s extremely fast and easy to operate, making it a convenient way to digitize all your documents whenever and wherever you are. 

However, like with tabletop document scanners, it’d be difficult for you to scan heavy loads of paper all at once with just a mobile scanning application. It’s time-consuming and highly unmanageable. Also, using mobile apps may pose security risks to your smartphone devices, leaking sensitive personal information.

Therefore, if you’re looking for a secure scanning solution that can handle high volumes of paperwork, document scanning applications may not be your best option. 

Final Words

Converting paper documents to digital files is a great strategy to declutter your office area and free up some space to work on. Also, it can help you save business funds since you don’t have to purchase additional cabinets and drawers to store your files. And it’ll help you find the documents you need with just as few clicks. 

If that’s the case, you may try the simple ways discussed above to digitize your files. You can use a document scanning software solution, multi-functional device, desktop scanner, or a smartphone application. 

Among these, probably the most efficient and effective solution you can use for high volume outputs is document scanning software. The least you can use is a smartphone scanning application unless it’s imperative and necessary. Therefore, it’s still better to have one on your device than none. 


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