Many companies have transitioned from physical to digital documents. Processes like document submission are now commonly done via email, and signatures are increasingly being applied digitally.
Digitized documents are also easier to store and retrieve. That’s why it’s essential to know how to scan physical documents into digital format—especially using your phone. Scanning documents on a phone is more flexible, allowing you to do it anytime and anywhere without the hassle of finding a printer.
So, how do you scan documents on your phone and convert them into a PDF ready for digital signing? Here’s everything you need to know.
How to Scan Documents on Your Phone
Here are some methods you can use to scan documents on your phone:
1. Using Google Drive (Android)
- Open the Google Drive app on your phone.
- Tap the "+" icon at the bottom right and select "Scan" or "Pindai".
- Point the camera at the document you want to scan and take a picture.
- You can crop, rotate, or adjust the image as needed.
- Save the scanned document as a PDF in Google Drive.
2. Using the Notes App (iPhone)
- Open the Notes app and create a new note or open an existing one.
- Tap the camera icon and select "Scan Documents".
- Point the camera at the document, and the app will automatically detect and scan it.
- Save the scanned document within the note or export it as a PDF.
3. Using Third-Party Apps
- CamScanner: A popular app with various scanning and storage features in multiple formats.
- Adobe Scan: An Adobe app that allows you to scan documents with high-quality results.
- Microsoft Lens: A Microsoft app that easily scans documents, whiteboards, and more.
Once you scan your document, you can save it as a PDF or an image and use it as needed.
Benefits of Scanning Documents on Your Phone
Scanning documents using your phone or a printer isn’t just about converting physical documents into digital format. It also provides several benefits in terms of security, efficiency, and accessibility. Here’s why it’s beneficial:
1. Protects Documents from Damage and Loss
By digitizing documents, they are stored securely, reducing the risk of damage due to water, fire, or wear and tear. Digital documents are also safe from getting lost, preventing scattered or misplaced important data.
2. Easier Access
Scanned and digitally stored documents can be accessed anytime and anywhere. This is particularly useful for professionals who need flexibility in their work, especially when collaborating with teams or clients from different locations.
3. Saves Physical Storage Space
Storing large volumes of physical documents requires extensive archive space, especially for companies handling thousands of documents. By scanning documents, the need for physical storage is significantly reduced and replaced with digital storage solutions.
4. Saves Time on Document Management
Managing documents manually is time-consuming, especially when they need to be printed, signed, and then converted back to digital format. By utilizing scanning and digital signature technology, the entire process can be completed quickly using a single device.
How to Scan Documents and Sign Them Immediately
After learning how to scan documents on your phone, how do you sign them immediately? Here’s how:
1. Using Adobe Acrobat Reader
- Download and install the Adobe Acrobat Reader app on your phone.
- Open the PDF document you want to sign.
- Tap the pen icon at the bottom of the screen and select "Fill & Sign".
- Tap the signature icon and choose "Create Signature".
- Draw your signature.
- Once done, tap "Done" and place the signature in the desired area of the document.
- Save the signed document and share it as needed.
2. Using Magic Scanner by VIDA
- Ensure you are registered on the VIDA App.
- On the Dashboard, tap the green camera icon.
- Point your phone’s camera at the physical document you want to sign.
- You can choose to sign documents individually or in batches.
- Adjust the position so the document is fully captured, and the system will scan it.
- Once the document is saved, you will be directed to the signature page.
- Choose whether to sign with Digital Sign or e-Sign.
- Select "Delete" if you want to remove the document or "Edit" to modify it before signing.
- Select "Upload" if the document is ready for signing.
- Apply your signature.
Magic Scan by VIDA allows you to convert physical documents into a digital format that’s ready for signing instantly. No need to switch between apps, scanning and signing documents is now that easy!
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