What is document scanning?
Document imaging (document scanning, document capture) is the process of converting paper documents into digital images. Technology for electronic document scanners was invented by Alan Lavie and Bertram D. Loeb in 1969 at MIT while developing a system to scan photographs automatically for computer archival purposes.
There are many different types of document scanners on the market today which can be categorized according to speed, desktop or production standing, quality of output image, and value for money. PDFelement is an excellent PDF editing tool also with powerful scanning function.
The benefits of document scanning
There are multifold benefits of document scanning:
Paperless Office: Document scanning helps you to get rid of paper by storing information in electronic form. This helps you to achieve a paperless office.
Reduce costs: Scanning documents helps you to reduce costs as storage and retrieval are less expensive than storing physical copies.
Easy access: Documents stored in electronic form can be easily accessed from any location, making it easy for business travelers to share information with those who need it at headquarters or other locations.
Convenience: Information stored electronically saves time as searching for a document to be shared takes minimum effort as there is no requirement of printing an extra copy to carry it along.
Environment friendly: In many cases, document scanning achieves the goal of going green by reducing paper consumption. Using digital images instead of prints can help save up to 90% of the paper.
The use of document scanners can reduce the demand for printing or copying paper documents, thus drastically reducing environmental pollution caused by printing and copying activities.
Documents are easy to find with search features available on most scanning software applications.
Which files often require document scanning?
Documents most commonly scanned include:
–Property records such as deeds or titles are generally stored electronically these days which can be accessed through electronic imaging systems. This further reduces the need for long-term storage of physical copies in file cabinets or stores leading to zero landfill waste.
–Contracts and agreements can be stored in electronic form which makes them searchable, easy to access from any location, and less susceptible to damage.
–Invoices can also be stored in an electronic or digitized format for the reduction of storage space requirements.
–Photos, particularly wedding photos that are printed on photo paper can easily get damaged through time due to exposure to moisture and dirt. Scanning these items ensures protection from such damages leading their lifetime extended without the risk of getting destroyed or lost.
–Loan documents such as a mortgage, car loans, etc . can also be stored in an electronic format to reduce the risk of storage space requirements and to ensure easy access from any location.
–Articles can be stored electronically to protect them from wear and tear or degradation through time. These articles generally include newspaper clippings, magazines, etc that are printed on paper.
–Records of business purchases are often stored electronically to avoid the accumulation of paper copies that may be difficult to manage over time.
Electronic image files are easily shared between computers, mobile devices, or cloud storage, which is very handy if you need to send a document or attach it with an email. You can even include the contents of the document in the body of the email itself making it easier for recipients to read through them quickly without having it separately attached on their system. This saves both time and effort involved in attaching documents separately for every recipient before sending emails or sharing information.
The quality of scanned content is often more than sufficient for most purposes without the need to print or copy it again.
Part 2: Scanning function of PDFelement and its contribution to paperless
As technology evolves, people are gradually starting to realize the advantages of digitalization. The paperless office will become an inevitable trend in the future. For this purpose, PDFelement for iOS is a perfect choice for its scanning function to convert documents into texts and files which can be transferred to electronic devices or applications.
How does PDFelement contribute to paperless?
PDFelement offers a full suite of features for converting documents to PDFs, as well as a wide range of tools that can be used to manage and edit them once they’re in a user’s preferred file format. The program lets users create high-quality scans quickly and easily with the click of a button, allowing both professional and casual users alike to save paper by going green.
To solve the problem of scanning PDF for paperless offices, PDFelement is a smart choice. It can handle both images and texts in different formats, especially document files with high quality. The texts on the scanned files are also editable after converting it into text format, which is an essential function in a paperless office.
Apart from its outstanding scanning function, all other functions like merging, splitting, or encrypting are available to make your experience even better.
It provides the following features:
-Scan and digitize paper documents easily: Digitizing hardcopy content is made simple with PDFelement. The scan function scans your documents, booklets, and other physical files into digital format (i.e., PDF). With it, you can scan single or double pages of different formats including B5, A4, etc. You can also batch scan multiple images at a time for subsequent processing and convert scanned documents to high-quality searchable files within seconds.
-Convert physical copies to texts: The OCR (optical character recognition) feature of PDFelement for Mac makes it possible to recognize words in an image which once done enables users to convert the recognized text to editable formats like Word or Excel etc. This ensures that hard copy content is made accessible for future references and enables users to access the information contained therein without actually having to retype them again.
-Store, organize and share your files: PDFelement can help you scan and organize your physical documents into a searchable PDF file or folder which you can use to store them on your local system or even online (i.e., cloud storage). You can share these files securely through links with other people inside and outside your organization ensuring that all the relevant stakeholders have access to valuable and important information as and when required. This also ensures that document safeguarding policies are met as sensitive information is not shared over email but only via secured channels like links established using strong passwords etc.
What is the significance of the function of scanning PDF for paperless offices?
In a paperless office, it is essential to have a scanner that can convert hardcopy documents into digital files. PDFelement with its outstanding scanning functions helps users scan and store important content in their systems or even online so that they are always accessible at any point of time when required. This ensures that information remains safe and secure while not compromising on accessibility.
-Scans can be easily shared between computers or mobile devices without having to connect any wires or cables because PDFs are digital files that can be kept on remote servers rather than having folders full of paper copies.
-Scanned content can also be manipulated if necessary including modification, rotation, cropping, brightness, contrast, etc.
-The same content can be opened on different devices which makes it easier to read or scan through them without having to retype everything.
-If you are not sure about the quality of the scanned documents, PDFelement for Mac also offers the facility of checking the OCR accuracy for an electronic document. You can then edit if needed before submitting or sharing it with others. This saves time since there is no need to retake photos of documents if their scanned images are not clear enough for reading purposes.
Conclusion:
In conclusion, with its various scan and review functions, PDFelement saves a lot of valuable time in the paperless office by enabling users to easily convert physical or hard copy documents into digital files that can be shared across different devices without the need of connecting them via cables. It is aimed at helping organizations build a culture where documents are used for information sharing rather than being kept under lock and key which is part of a paperless office protocol.