Nowadays, various administrative processes can be done online, from job applications and scholarships to other academic needs. One of the most frequently required academic documents is a diploma. Having a digital copy of your diploma can be incredibly helpful, eliminating the need to repeatedly search for and photograph it whenever needed.
Today, scanning a diploma no longer requires a conventional scanner. With just a smartphone camera, you can produce clear scans suitable for various purposes. However, it’s crucial to ensure that your scanned diploma is secure and not easily misused. How can you do this? Check out these tips!
How to Scan a Diploma on Android and iPhone
Scanning a diploma using a smartphone is possible on both Android and iPhone devices. Here are some simple ways to do it:
1. For Android Users
If you want to save your scanned diploma directly to Google Drive, you can use the built-in feature with these steps:
- Open Google Drive on your phone.
- Tap the “+” (Add) icon at the bottom right.
- Select the Scan option.
- Point your camera at the diploma and take a picture.
- Once scanned, save the file in PDF format or another preferred format.
Alternatively, you can use third-party apps like CamScanner or Microsoft Office Lens, available on the Google Play Store. These apps offer additional features such as image quality adjustments and OCR (Optical Character Recognition) to enhance text readability.
2. For iPhone Users
iPhone users can scan diplomas directly through the Notes app:
- Open the Notes app and create a new note.
- Tap the camera icon and select Scan Documents.
- Point the camera at the diploma, and the app will automatically scan it.
- Save the scanned file in PDF format for official purposes.
For more advanced scanning features, you can use third-party apps like Adobe Scan or Scanner Pro, available on the App Store.
Tips to Protect Scanned Diplomas from Forgery
A diploma is an important academic document, and its digital copy must be secured to prevent misuse or forgery. Here are some ways to keep your scanned diploma safe:
1. Use Magic Scan by VIDA
VIDA Sign offers Magic Scan, a feature that allows you to scan diplomas directly from your smartphone camera with enhanced security. Here’s how:
- Ensure you’re registered on the VIDA App.
- On the Dashboard, tap the green button with a camera icon.
- Point the camera at the diploma and ensure it is properly aligned.
- The system will automatically scan and save the diploma in a secure digital format.
2. Apply a Digital Signature
Once you have scanned your diploma, add a digital signature to verify its authenticity. Choose the “Digital Sign” option and apply a secure signature, this doesn’t have to be a handwritten signature but can also be initials or another unique identifier.
Why use a Digital Sign instead of an e-Sign?
A Digital Sign requires authentication using biometric data and personal information registered with VIDA Sign. This makes it impossible to forge since only the diploma owner can sign it. Additionally, the scanned diploma will include an Electronic Certificate linked to your identity.
If you ever need to upload your diploma for academic or professional purposes, simply submit the digitally signed version. This ensures its authenticity remains intact and prevents unauthorized alterations.
3. Always Save the Scan in PDF Format
Diplomas signed with a digital signature should always be saved in PDF format. If you need to submit your diploma for an online application, always use this signed PDF version.
Why PDF?
- Cannot be edited or manipulated
- Retains the Electronic Certificate
- Can be verified at any time when needed
How to Share a Scanned Diploma Securely
It’s essential to only share your scanned diploma on trusted platforms with strong security systems. Avoid uploading it on social media or questionable sites, as this increases the risk of identity theft or document forgery.
Follow These Secure Sharing Guidelines:
1. Only Upload to Official Platforms
Ensure you upload your scanned diploma only to verified sites such as university portals, corporate HR platforms, or government institutions.
2. Check Privacy Policies
Ensure that the site or app has a clear privacy policy regarding the protection of personal data.
3. Avoid Sharing in Public Groups or Chats
Never share your scanned diploma via social media, public WhatsApp groups, or suspicious email chains.
Scanning diplomas using a smartphone is highly practical and beneficial for academic and administrative needs. However, security should never be overlooked! Ensuring the authenticity of your diploma is crucial to prevent unauthorized use or forgery.
With VIDA Sign, you can secure every scanned diploma with biometric-verified digital signatures, ensuring legal validity and protection against fraud. This technology not only makes your document legally binding but also guarantees that your diploma remains uniquely yours and cannot be altered.
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