Sometimes, with all the extra functionalities that are available in scanners, it is possible to forget the primary use of a receipt scanner which is to scan documents and store them. This primary objective has been marginalized and quite often, most of us are left with many documents that are improperly scanned and impossible to decipher. During every monthly audit and also during quality checks, people often run to the storage rooms, retrieve the physical document and then gather details. This defeats the purpose of using a receipt scanner and can be resolved if the initial scanning is done the right way. Let us first understand how to scan a document using a receipt scanner.
The most important aspect of document scanning has to be the positioning of the document. The paper has to be placed right in the center of the receipt scanner and it must be ensured that there are no folds and creases in the document. Sometimes when the lid is closed, the paper is inadvertently folded, so, care must be taken to keep the position of the paper intact.
The other major aspect in the how to scan a document guide, is the image clarity. It must be understood that not all documents can be scanned with clarity with the default settings of the receipt scanner. Some amount of manual intervention is needed and this can easily be done via the preview mode. If the image on the preview is not clear, the user needs to adjust DPI, contrast settings, etc., to ensure clarity of image before scanning and saving the image. This aspect is always ignored, especially during bulk scanning. Proper procedure during the initial scan will save a lot of time and effort eventually.
Thirdly, images of hand written documents are very hard to decipher and this problem is compounded if the handwriting is illegible! It is relatively easier to decipher the physical document, so, the scanner needs to make a note of actual details on the physical documents, enter them manually on to the scanning software and tag it to the respective scanned image. This way, even if the image is not clear, all relevant information is available when the data is retrieved. This step is a much neglected one inspite of it being the most important aspect of any how to scan a document guide. Adding these critical steps while scanning a document on your receipt scanner will ensure quality of work and significance of usage.
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