There are numerous benefits to having valuable information stored in a digital archive:
Easy access The ability to manage your filing system quickly and efficiently. No more sifting through stacks of dusty file folders—a digital archive puts all your information at your fingertips!
Save space Turn piles of paper documents into digital files, then ship those originals to storage. While hard copies of data take up valuable space, digital storage will only take up a few bytes.
Simplify searches If you’re using an HP All-in-One or scanner with Optical Character Recognition (OCR) software, you’ll be able to quickly search for scanned documents using a keyword or phrase.
Get security and peace of mind Keep digital files safe in a portable drive that can be stored in a safety deposit box or alternative location and serve as a backup if anything happens to your PC or the original paper documents.
Gathering all your items before you begin scanning will help accelerate the process and keep you organized.
Collect all the documents and files you plan on scanning, and sort them by size and relevance.
Keep particularly small or lightweight documents (such as receipts) in a separate pile—they will need to be placed directly on the scanner glass and cannot be put through your scanner’s automatic document feeder (ADF).
Next, remove any staples or paper clips, and smooth out folds or creases in the pages to ensure a clear scan and avoid to paper jams.
Decide which file format to scan in: – Portable Document Format (PDF) is valuable when you want to preserve the original quality of what you’re scanning. To read PDFs, you‘ll need Adobe Acrobat Reader. However, unless you have Adobe Acrobat Pro, you will not be able to edit your file. – Optical Character Recognition (OCR) turns your scanned documents into searchable, editable digital files.
Scan your documents
The HP Scanjet N9120 document managment scanner offers both flatbed and automatic document feeder scanning.
Once your document is scanned and appears on your computer, save to the folder where you plan to store it.
ScanSoft PaperPort—Simple document management application to capture, manage, and share documents.
Kofax Virtual Rescan (VRS)—Image enhancement technology that inspects and corrects documents for alignment, brightness, contrast, and image clarity.
NewSoft Biz Card Reader—Converts the vital contact information on business cards into a searchable, digital database.
These helpful software applications make it easy to get organized—and stay that way! Check out our comparison charts below to see what software comes with the HP product that best fits your digital filing needs.
Create your digital archive using an HP document management scanner or an HP All-in-One.
HP document management scanners: Ideal for those who need faster print speeds and an automatic document feeder (ADF) to accommodate a large volume of scans. This line of scanners also comes with a number of additional document management tools, including automatic two-sided scanning and a variety of software solutions. Check out the HP Document Management scanner comparison chart to find the right one for you!
All-in-One printers: Great for those who would like scanning, as well as print, copy, and fax capabilities, but who don’t perform a high volume of scans. Visit the HP All-in-One printer comparison chart to discover which All-in-One best fits your printing and scanning needs.