The digital age has made scanning apps indispensable tools. They offer a convenient way to convert physical documents into digital formats. The right scanning app can help you streamline your workflow and improve efficiency, whether you’re a student, professional, or simply trying to declutter your space.
When choosing a scanning app, it’s crucial to consider the essential features that will meet your specific needs.
In this article, we’ll explore the key features to look for in a scanning app. Identifying these features will enable you to make an informed decision and select the best app to enhance your productivity.
Top Essential Document Scanning App Features For Business Digitizing Journey
Advanced Document Scanning Features
A fundamental feature of any scanning app is the ability to capture high-quality images of documents accurately.
Batch Scanning
Batch scanning is a convenient feature in document scanning software that allows you to scan multiple documents simultaneously, saving you time and effort. This is particularly helpful for businesses that process large volumes of documents, such as accounting firms dealing with invoices and receipts.
Barcode Scanning
An advanced document scanning software is designed to accommodate businesses with multiple departments or locations. When a business needs to scan barcodes or QR codes to auto-classify all the scanned documents, the application must have this function.
This can streamline processes like inventory management, product information retrieval, and coupon redemption.
Centralized Scanning
Centralized scanning from multiple devices refers to a system where documents can be scanned using various devices, such as scanners, smartphones, or even digital cameras, and then transmitted to a central server or location for further processing.
With a centralized scanning feature, users can scan documents from various locations, including remote offices, home offices, or even on the go.
Text Recognition
Additionally, consider scanning software with Optical Character Recognition (OCR) technology, which allows you to extract text from scanned documents for editing, searching, and sharing.
Modern OCR algorithms can achieve high accuracy rates, even for complex or handwritten documents. It eliminates the need for manual typing, saving time and reducing errors. Extracted text can be searched and indexed, making it easier to find specific information within documents.
Image Processing
Image processing is a vital aspect of modern scanning apps, ensuring that scanned documents are high-quality and easy to read. It employs various techniques to enhance the clarity and usability of the images.
Common image processing techniques in scanning apps:
- Noise reduction: Removes unwanted artifacts or graininess from the scanned image, making it clearer and easier to read.
- Contrast enhancement: Adjusts the contrast between light and dark areas of the image, improving visibility and readability.
- Sharpening: Enhances the edges and details of the image, making it appear sharper and more defined.
- Deskew: Corrects the tilt or rotation of the scanned document, ensuring that the text is aligned properly.
- Color correction: Adjusts the color balance of the image, ensuring that colors are accurate and consistent.
- Edge detection: Identifies the edges of the scanned document, which can be used for cropping or other image manipulations.
- Perspective correction: Corrects distortions caused by the camera angle or the position of the document, ensuring that the image is flat and undistorted.
Document Conversion
Document conversion in scanning apps is the process of transforming scanned images into editable digital formats. This enables users to convert paper documents into electronic versions that can be easily edited, shared, and stored digitally.
It makes scanned documents more accessible for people with visual impairments or reading disabilities. Plus, the converted documents can be easily shared electronically, reducing the need for physical copies.
The commonly supported formats are PDF, DOCX, XLSX, JPEG, JSON, etc.
Editing and Annotation
Once the users scan a document, they may need to make changes or add annotations. Editing and annotation features in scanning apps allow users to modify and add notes to scanned documents directly within the app.
This functionality is particularly useful for reviewing, commenting on, and collaborating on documents without needing to switch to separate editing software.
Useful features like text editing, formatting, highlighting, underlining, and commenting. Drawing and shape tools can also be a handful for adding diagrams or visual elements to your documents.
Security and Privacy
Protecting your sensitive documents is crucial. A scanning app that employs strong security measures, such as data encryption and access control features will strengthen the business data protection practices.
Additionally, it is critical to ensure the app complies with relevant privacy regulations like GDPR and CCPA. Certain criteria to look for in a secured scanning app:
| Features | Description |
| Data Encryption | End-to-end encryption: Ensures that data is encrypted from the device where it’s scanned to the cloud storage or server, making it difficult for unauthorized parties to access. At-rest encryption: Data is encrypted while stored on the server or cloud, providing an additional layer of protection against unauthorized access. |
| Access Controls | Password protection: Users can set strong passwords to protect their accounts and prevent unauthorized access. Two-factor authentication (2FA): This adds an extra layer of security by requiring users to provide a second form of verification, such as a code sent to their phone or email. Role-based access control (RBAC): This allows for different levels of access based on a user’s role or permissions, ensuring that only authorized individuals can view and edit sensitive data. |
| Data Privacy | Data anonymization: Personal information within documents can be anonymized or redacted to protect user privacy. Data retention policies: Apps may have policies in place for how long scanned documents are stored and when they are deleted. Compliance with data privacy regulations: Scanning apps should comply with relevant data privacy laws and regulations, such as GDPR (General Data Protection Regulation) or CCPA (California Consumer Privacy Act). |
| Secure Document Sharing | Controlled sharing: Users can choose who can access and view their scanned documents. Link expiration: Shared links can be set to expire after a certain period, reducing the risk of unauthorized access. Password protection for shared links: Users can require a password to access shared documents. |
| Device Security | Secure connections: Apps should use secure protocols like HTTPS to protect data transmitted over the network. Regular updates: Keeping the app and device software up-to-date ensures that security vulnerabilities are addressed. |
Integration with Other Apps
Scanning apps often integrate with other features or applications to enhance their functionality, streamline workflow, and improve efficiency. The following are some integrations for a scanning app to enhance the user experience:
| Integration | Description |
| Cloud Storage | Automatic upload: Scanned documents can be automatically uploaded to cloud storage services like Google Drive, Dropbox, or OneDrive. Synchronization: Changes made to documents in the scanning app can be synchronized with the cloud storage, ensuring that files are always up-to-date. |
| Document Management Systems (DMS) | Direct import: Scanned documents can be directly imported into DMS for organization, storage, and retrieval. Metadata synchronization: Metadata associated with scanned documents, such as keywords or categories, can be synchronized with the DMS. |
| Attachment sending: Scanned documents can be directly attached to emails and sent to recipients. Email archiving: Scanned documents can be archived within the email system for future reference. | |
| CRM Systems | Document association: Scanned documents can be associated with specific contacts or leads in a CRM system. Automatic indexing: Documents can be automatically indexed based on keywords or content, making them easier to find. |
| E-Signature Solutions | Digital signing: Users can sign scanned documents directly within the app using an integrated e-signature solution. Legal compliance: E-signature solutions can ensure that digital signatures meet legal requirements. |
| Other Mobile Apps | Sharing with other apps: Scanned documents can be shared with other mobile apps, such as social media platforms or messaging apps. Workflow automation: Integration with other apps can enable automated workflows, such as sending scanned documents to specific recipients based on predefined rules. |
Choosing the right scanning app is essential for streamlining your workflow and improving efficiency. By considering the core features outlined in this article, such as document scanning, editing, organization, sharing, and security, you can select an app that meets your specific needs.
Depending on your needs, consider additional features such as barcode scanning, business card scanning, document conversion, offline functionality, and integration with other apps. By making an informed decision, you can find a scanning app that empowers you to digitize your documents effortlessly and securely.
