Document Scanning - Digital and secure

Scanning documents is a way of digitizing documents in companies as well as in private households. Digitized documents can be easily and securely archived and edited on a computer.

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What does "scanning" mean?

Scanning is a process that uses light, optical sensors and software to digitize printed documents and images. The created data can be saved and edited on a computer. Scanning documents requires a separate scanner which is connected to a computer, or a multifunction printer, which provides a built-in scanner in addition to the print and copy function.

Benefits of scanning with a Multifunction Printer

Scanning documents with a multifunction printer has a crucial advantage over using a standard scanner. Documents scanned with a multifunction printer can be send immediately via e-mail or, depending on the device, also by faxed without the user having to do anything.

Scanning Documents - Requirements and procedure

When a multifunction printer is connected to a computer and turned on for the first time, the operating system detects the new device and installs the required drivers. Drivers are special programs developed by the manufacturer specifically for each printer model. The operating system saves the drivers and lists the multifunction printer under the control panel among "printers and devices". In order to be able to use a multifunction printer to its full potential, the manufacturer usually includes a software package with applications developed for this printer model. The software enables the user to operate the copy and scan functions and to set the most important parameters, for example - sending a scanned document by fax or e-mail.

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Important Settings for an optimal Scan Result

Once the software is installed and the multifunction printer or scanner is turned on, you can start scanning documents. To do so, first open the application software for scanning on your computer. Here you can determine the location where the document will be saved as well as the file format, the resolution and color settings for the scanned document. For scanning text-only documents, it is convenient to save the document with a resolution of 150 dpi or a maximum of 300 dpi in black and white and GIF format. With these settings, the document requires only about 80 to 130 KB of storage space and is still perfectly readable.

The Scanning Process

To scan documents, they are placed one by one on the glass plate of the multifunction printer - with the side to be scanned facing down. Markings on the edge of the glass plate facilitate correct page alignment. The lid is closed. When the multifunction printer is equipped with an automatic document feeder, several documents can be scanned in succession.

The scanning process can be started either using the application program or directly at the multifunction printer. After the first scan, the software displays a preview image of the scanned document. Settings such as document section, file format, colors and contrasts can now be ajusted. When the settings are ok, the actual scanning process can be started. After scanning single or multiple paged documents, the scan process must be completed by clicking the "finish" ot "save" button. The document or documents will then be saved in the specified format and in the selected folder.

Info-Box

In which file formats can scanned documents be saved?

• Multifunction printers with scanning function allow to save the scanned documents in different image formats. The most common formats are JPEG, PNG, GIF, TIFF, BMP and RAW. JPEG files require the least amount of memory for color images. RAW files cannot be processed by all devices or software and require a lot of memory space. For sending scanned documents by e-mail, all multifunction printers can save files as independent PDF (Portable Document Format).

Scanning and archiving sensitive Data

Scanning important documents has a number of advantages for companies. Scanning documents provides a higher level of security in terms of data protection. Scanned documents can be stored and secured with differentiated access rights for user. Digitally archived documents can also be better protected against theft or damage and can be restored at any time. In addition, scanned documents reduce the amount of storage space required. The contents of nearly 30 filing cabinets can be saved on one single DVD. Employees can find and process digitized documents faster than paper documents. Digital documents can be easily shared with users in multiple offices and locations, providing secure and flexible access. This speeds up any kind of work flow.

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