Scanning a document is a common task that most people undertake on a regular basis. Whether you’re scanning paper documents for archiving or just wanting to save them to your computer, understanding what’s involved in the scanning process can help you get the best results.

Table of Contents

What Scanning is?

Scanning is the process of making a digital image of paper or other physical media, usually by optically scanning it with an electronic scanner. Scanning can be used to create a digital image that is ready for use in a computer, or it can be used to capture the contents of a document for later use.

How Scanning Works

Scanning is a process of converting digital information into text or graphics by making a series of electronic scans of the original document. The scanned images are then converted back into digital form and stored on a computer, often as jpeg or pdf files. Scanning can be used to preserve documents for future reference, archive important files, and make them available to others.

Scanning can also be used to create electronic copies of documents that can be shared among individuals or groups. When scanning a document, it is important to keep in mind the following tips:

  • Make sure that the document is properly sized for scanning. If the document is too large or too small for the scanner, it will not be accurately reproduced when scanned
  • Scan the entire document at once, rather than dividing it up into smaller sections
  • Set white paper as a background when scanning to ensure accurate color reproduction
  • Use a high resolution setting when scanning to capture the most detail possible

Types of Scanners

There are many different types of scanners that can be used to scan documents. A scanner can be a standalone device or it can be integrated into a computer. When you use a standalone scanner, you need to connect it to your computer and then use the included software to scan the documents. When you use an integrated scanner, the device is built into your computer and the included software will automatically scan the documents.

The main difference between standalone and integrated scanners is that standalone scanners require you to install the included software, while integrated scanners are already installed on your computer. Another difference is that standalone scanners are much smaller than integrated scanners, which makes them easier to transport. However, integrated scanners offer more features, such as being able to convert scanned documents into PDFs or JPEGs.

The Benefits of Scanning Documents

There are a number of benefits to scanning documents. First, it can save you time. If you have a lot of documents that you need to keep track of, scanning them instead of keeping them all in a file cabinet can help you to keep your office more organized. Second, if you need the document for legal reasons or if you need to submit it to a company for archival purposes, scanning it will ensure that it is available when you need it. Finally, scanning documents can protect them from damage. If a document is scanned and saved in an electronic format, it will be protected against fire, water, and other types of damage.


Scanning a document can be a great way to save time and effort. By scanning your documents, you can ensure that they are always safe and accessible, no matter where you are. Plus, by using digital scans, you can help to preserve the original formatting of your documents. If you’re ready to start scanning your documents, be sure to check out our selection of digital scanners.

Categorized in: