Scanning Best Practices for Quality and Efficiency

Choose the Right Resolution

Match your scan resolution to the intended use. For text documents that will be read on screen, 200 to 300 DPI provides clear results with manageable file sizes. For images intended for printing, use 600 DPI or higher.

File Format Selection

PDF is the standard format for business documents. Use searchable PDF when OCR is applied. For photographs, TIFF preserves maximum quality while JPEG provides smaller files suitable for sharing and web use.

Optimise OCR Accuracy

OCR accuracy depends on scan quality, document condition, and font clarity. Scan at 300 DPI minimum for OCR, ensure the original is clean and flat, and use high-contrast originals when possible.

Batch Scanning Efficiency

When scanning multiple documents, organise them by size and type before starting. Use the automatic document feeder for standard pages and switch to the flatbed for irregularly sized items.

Quality Control

Spot-check scanned documents for completeness, legibility, and proper orientation. Verify that OCR text is accurate for important documents before discarding the originals.

Backup and Archive

Implement a systematic backup strategy for scanned documents. Cloud storage provides off-site protection while local backups offer faster access for frequently referenced files.