How to Scan Documents: A Step-by-Step Checklist for Office Administrators

Scanning documents is a competency for office administrators to keep records organized and ensure that daily operations run smoothly. Maybe 10 years ago, document scanning was a hassle—issues like checking printer drivers and dealing with outdated hardware.

I recall times when our office administrator, Katherine, a young 19-year-old girl, would spend hours wrestling with technology just to scan a few papers. That was terrible 🙂 But it is not today because the scanning process is pretty straightforward: you can digitize documents with your cell phone in a few taps or your laptop and traditional scanner. Still, occasional challenges can cause frustration.

In fact, Katherine asked me to publish this practical guide on how to scan documents quickly and without a hassle. Hopefully, our checklist will help office administrators fit seamlessly into their daily workflows.

Begin with the Basics of Document Scanning

If you’re a young person stepping into an office administrator role for the first time—or perhaps you’re simply new to digitizing papers—this section is designed with you in mind. Scroll down to the next section of this guide if you know what document scanning is.

Document scanning simply turns physical paper documents like invoices, contracts, receipts, or meeting minutes into digital format. Using tools like flatbed scanners, sheet-fed devices, or even smartphone apps, you capture the physical content to create a digital version and then save it as an image (.png, .jpg.) or text-based file (.rtf, .pdf).

Why scan documents? Scanning creates physical papers into digital assets that are easier to store, search, organize, and retrieve whenever needed. It also supports a big move toward a paperless or green office—another ecological concept that promotes efficiency in creating and managing digital records in corporate environments without reliance on paper.

Think of these reasons why scanning makes sense for office management:

• Minimizes physical clutter and simplifies tracking essential records.
• Ensures documents are safely stored and quickly backed up, reducing physical damage or loss risks.
• Streamlines administrative office workflows.

In short, effective document scanning creates a more organized, secure, and productive office environment—thus making an office administrator’s day a bit better.

As my colleague Katherine said, “Scanning just makes my work easier, faster.”

Document Scanning Checklist

So, let’s take a look at what steps you need to take in your office to scan a paper. Follow this checklist:

1. Prepare Documents for Scanning

• Remove staples, paper clips, and other bindings on your papers
• Ensure documents are clean and wrinkle-free
• Keep different types of paperwork separately (like receipts, photographs) in labeled folders
• Use labeled folders for each document type—this will help you scan faster

Next, turn on your scanning device and do these:

2. Adjust Scanner Settings

• Choose between a flatbed scanner (ideal for photographs or thick books) and a sheet-fed scanner (best for high-volume document scanning)
• Set the scanning resolution to balance detail and file size
• Choose the correct color settings (black-and-white or color) based on the document type
• If available, enable an AI document scanner to adjust settings for improved accuracy and image quality automatically
• Test different settings to achieve the optimal level of detail for your specific needs while maintaining efficient file sizes
• Note the settings that work best for future scanning

Katherine suggests the following to maintain a well-organized, secure digital archive of scanned papers:

3. Organize Scanned Documents

• Save files in optimal formats (.txt, .tiff, images) immediately after scanning to avoid loss
• Consider using dates, short titles, and/or version numbers in file names—this will help you find needed scans in your digital archive when searching
• Organize scanned docs by folders like companies, client names, project types, or years
• Do periodic checks to confirm document scans are stored correctly
• Set up automatic backups for data security and integrity

A decade ago, I could hardly imagine office administrators scanning papers with a mobile device. Today, with an iPhone and Android, whatever you prefer, you capture an image or document and send it to print in 10 seconds!

Here’s what Katherine, a colleague of mine, suggests:

Scanning Papers with iOS/Android

• Install an Android/iOS app like Adobe Scan, Microsoft Lens, or Scan.plus on your smartphone/tablet
• Place on a flat, well-lit surface and remove any wrinkles
• Hold your cell phone steady, align the document, and capture the image
• Crop, improve, and save as .pdf or .jpg in your scanner app
• Save to cloud storage for easy access

As you see, scanning documents is pretty straightforward. If you use mobile scanner app, this process is even easier.

Keep in mind the following best practices:

Office Scanning Best Practices

• Get your docs ready for scanning ahead of time
• Know how to adjust scanner settings for various document types
• Choose a scanner that fits your volume and document type
• Use optimal resolution and color settings
• Consider using an AI-enabled mobile app like scan.plus for fast and secure scanning via your iOS/Android smartphone
• Identify common issues (e.g., paper jams, low-quality scans) and establish quick solutions
• Regularly clean and maintain your scanner to prevent recurring problems
• Ensure that your scanning process fits into your overall office management system
• Create a routine that supports consistent, high-quality outputs and efficient filing.

And one more thing from Katherine: “Before you start scanning, take a few extra minutes to organize your workplace—just like brewing a perfect cup of coffee! A little extra time upfront means a smoother, more energized day of work (and fewer email calls over lost scans). 🙂 Happy scanning!