Nowadays, physical documents can be converted into digital documents for easier storage using a scanner. Not only documents but also photos and images can be scanned.
A scanner is a device that utilizes optical technology to read and convert information from physical format into digital format. The purpose varies, from archiving, preventing damage, to securing data.
Here are the functions and benefits of scanners you should know.
10 Functions of a Scanner
1. Document Digitization
The primary function of a scanner is to convert physical documents into digital format. This makes archiving, searching, and managing documents easier without requiring large physical storage space.
2. Archiving Old Photos
Old photos are prone to physical damage, such as fading colors, creases, or mold. By storing them in digital format, these photos can be preserved longer and protected.
3. Scanning Artwork
Artworks such as drawings, paintings, sketches, or photographs can be digitized using a scanner. The scanned version can also be edited or restored using image editing software.
4. Data Extraction
A technology called Optical Character Recognition (OCR) can convert text from physical documents into editable digital text. OCR technology simplifies data entry and reduces errors. You might have encountered this when registering for an online account, where you're asked to fill in data from an ID card automatically.
5. Book Scanning
Scanners can scan book pages, either for archiving purposes or to create digital copies that can be read on electronic devices. This is highly useful for preserving rare books or important references.
6. Barcode and QR Code Scanning
Scanners can also read barcodes or QR codes, which is essential for sales systems, inventory management, and quick access to information.
7. Scanning Film and Slides
Certain scanners can scan negatives or slides, allowing old photos stored in these formats to be digitized. This method helps preserve and share historical photos.
8. Scanning Signatures
Scanners are also used for scanning signatures, which can be applied to digital documents. Digitizing signatures makes the signing process easier without having to print the document first.
9. Securing and Storing Important Documents
Digitizing documents is not only essential for storage but also for securing valuable documents. Documents like certificates, diplomas, birth certificates, or land deeds can easily be misplaced if not stored properly. Scanning them into digital copies adds an extra layer of protection.
10. Digitization and Data Processing for Big Data and AI
In the era of Artificial Intelligence (AI) and Big Data, scanners play a crucial role in converting physical documents into digital data that AI systems can analyze. Many industries use scanners to collect and manage large-scale data.
Benefits of Using a Scanner
1. Efficient Storage
By converting physical documents into digital format, the need for physical storage space is significantly reduced. Digital documents can be stored in Google Drive, cloud storage, or accessed via laptops or mobile devices.
2. Easy Access and Searchability
Digital documents can be easily searched using keywords, provided they are organized properly. This saves time compared to physically searching for documents in filing cabinets.
3. Cost Savings
Creating digital documents from the start reduces paper and ink consumption, eliminates physical storage costs, and minimizes the risk of losing or damaging documents.
4. Data Security
Digital documents can be secured with digital signatures or protected with passwords to ensure they cannot be accessed by unauthorized parties. This is essential for document backups and security.
5. Easy Sharing
Digital documents can be easily shared via email or cloud platforms, facilitating collaboration and more efficient information distribution.
Types of Scanners and Their Uses
Scanners come in various types and specifications, depending on user needs. Here are some common scanner types and their functions:
1. Flatbed Scanner
The most common scanner type used in offices and homes. This scanner has a flat glass surface where documents or photos are placed for scanning. It is ideal for scanning paper documents, photos, ID cards, and thin books.
2. Sheet-fed Scanner
This scanner works like a photocopy machine, where documents are automatically fed into the scanner. It can scan multiple pages at once, making it ideal for bulk document scanning.
3. Portable Scanner
A lightweight and compact scanner that can be carried anywhere—perfect for mobile use. Usually designed as a handheld device, users swipe it over documents for scanning. It is ideal for field workers or traveling salespeople.
4. Handheld Scanner
A small scanner often seen in retail stores and shopping centers. It is used for scanning barcodes, QR codes, and small documents.
5. Film Scanner
A scanner specifically designed for scanning negatives or photographic slides. It produces high-quality digital images from analog film, making it useful for photographers, museums, and historical archives.
Scan Documents with VIDA Magic Scan
To simplify scanning and signing documents efficiently, VIDA introduces Magic Scan, a feature available in the VIDA Sign app. This feature allows users to:
- Scan physical documents
- Digitally sign documents
- Send signed documents directly within a single application
How to Use Magic Scan
- Ensure you are registered on the VIDA App
- On the Dashboard, tap the green camera icon
- Position your phone camera over the physical document you want to scan
- Adjust the document's position so the entire page is properly detected, and the system will automatically scan the document
- Once scanning is complete, the document is saved, and you are redirected to the signature page
- Choose your signing method Digital Sign (certified digital signature or e-Sign (regular electronic signature)
There are many scanner functions to suit various needs. Scanners also come in different types, not just photocopier-style machines. Magic Scan by VIDA converts physical documents into digital format, making it easier to digitally sign and protect documents from forgery and theft.
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