You can use smartphones in many ways. The most common corporate use for smartphones is to digitize documents. It can scan documents into PDF, scan receipts for taxes, and scan filled-out forms for emails. Most scanners in the App Store and Play Store are compatible with most situations. However, there are some scanners that stand out above the rest. These scanner apps are also the best for iOS and Android.
You need to assess your document scanning requirements to choose the right scanner type and consider features like OCR, Annotation, E signatures, etc. Not all scanners are the same. Scanners can be used for specific tasks, just like any other tool. Therefore, it is important to consider your needs and search for the best document scanner app that suits your office.
Select the best scanner app that’s right for you
Some companies offer monthly subscriptions, while others charge annual fees. You can choose to pay for one month and then decide to renew. Another important consideration is file storage. You might also want to consider an app that can back up your files in the cloud or integrate with third-party storage services like Dropbox and Google Drive. Including the financial aspect and storage space, other factors need attention.
For the right approach to choose the best mobile scanner app, go through a stepwise thought process of the following parameters.
Consider what you want to scan
Next, consider how you will use the app. Any scanner app that can scan and convert printed documents into PDFs will work. However, there are some situations where you will need to use an app with more advanced features. For example, suppose you want to scan whiteboards. In that case, images with text or images with multiple layers, an app that can recognize optical characters (OCR) and provide excellent image-cropping capabilities may be required.
Consider Your Needs
Before choosing the right tool for your job, you need first to consider what the job entails. Then, to match your needs with a product, you will need to understand what scanning is required clearly. These are the questions that you need to ask to get started.
What are you scanning?
It is the most crucial factor when deciding which mobile scanner to use. The digitizing document can vary from very simple to extremely complex, from a single page to lengthy pages. However, it can handle large volumes and doesn’t require cutting-edge features or simple applications such as back-scanning files in file cabinets.
Suppose you need to extract digital information to reuse in digital business apps, look for advanced features such as searchability and indexing. For example, invoices, medical records, and bills of lading are all great candidates for OCR integration into business applications. Once you have chosen the items you want to scan, you can start exploring the various mobile scanner applications and the checklist of document scanning features. These aspects will be covered in the rest of these questions.
How often do you scan?
You will need to scan many items in a day to determine which scanner class you should choose. If you scan a few items per day, then a document scanner application with an excellent single-page scanning resolution is sufficient for the need. Most such document scanning apps will be free to install. However, a dedicated scanning app that is free and does not have any significant features could be an option for your one-off scanning needs.
It is important to ask yourself what you want from your documents. These options work well for smaller volumes, but you will need to compromise on speed, reliability, and functionality. Multifunctional document scanning apps are a better choice if you require a robust solution. Your business document scanner must be able to handle heavier loads.
Do you need optical character recognition?
Software that converts scanned images into machine-readable text is called optical character recognition (OCR). This technology allows you to reuse content from your pages, unlocking the information’s power within them. Your data can be edited, searched, and shared once it has been digitized.
Does resolution matter?
Nearly all business document scanners are comparable in resolution. Therefore, evaluating devices solely based on their resolution won’t tell the entire story. Instead, the image processing technology behind your scanner and the software that captures images is what’s most important.
Image quality is crucial to optimize OCR data from scanned documents. OCR software won’t read blurred or obscured images. Unfortunately, this means that digitization will be a challenge. Your team will have to spend significant time preparing and manually converting documents that weren’t properly converted.
It’s much easier to automate information capture with a tech stack capable of image processing.
The Need of Annotation
This Annotation feature is important for anyone who reads, highlights, and needs to mark up the text or correct documents and PDFs every day on their iPhone, iPad, and Android phones. These document scanning apps allow you to mark, highlight, and add or delete notes by converting the scanned text into digital text. After Annotation, these apps also let you export the scanned documents into various file formats, including JPEG, multi-page PDF files.
This is an excellent tool for online schooling, with teachers and students making the most out of this Annotation feature.
Does your business require E-signatures, Stamps?
Scan and organize documents, add stamps, design, letterhead, handwritten digital signatures that can be added to PDF documents using your tablet.
E-signatures are electronic signatures that replace printed signatures. They save time and money and make it easier to trace, time-stamped, and more secure. They are legally equivalent to signed signatures.
For thousands of years, “wet” signatures have been common. There were many forms of them, including seals, stamps, marks, and signs. As technology changes our world, signatures quickly become obsolete. Signing is now easier and simpler. E-signatures are the future consumers and citizens want. Therefore, it is important to learn how they work.
Electronic signatures legally binding? The short answer to this question is yes. The long answer is that laws vary between countries. However, a vast majority like the UK, US, Australia, and New Zealand have accepted E-signatures for the validity of legal documents.
Conclusion
During your search for a new scanner and the research based on blogs like the above, you may realize that your scanning needs outweigh the scanning app you have installed, or else vice versa, you are paying a lot more for the app subscription than the use.
So, study the features and functionalities that are required for your business and install the apt scanning app based on your needs, usage, features, finances, and storage capacity.