13.2.5 Document Scanning

Learn how network document scanning works.

In the transfer from paper-based documentation to digital documentation, the struggle to quickly convert paper documents to digital files arose. Streamlined processes that add files to digital repositories starts with scanning. A scanner will take a document and make it digital.

Scan to Folder

Network document scanning streamlines info sharing by directly connecting to a network. Scan-to-folder and scan-to-email are the two most common types of network document scanning. When scanning for internal purposes, you can assign a scan-to-folder location on a local system or on a cloud server. It allows the user to easily share a large volume file of scan data that's more than 10 MB without needing to configure a full FTP server.

As an IT technician, you might be tasked with setting up scan-to-folder with SMB by creating a shared folder. (make sure to enable user authentication for the folder!) Now connected scanners can send scanned documents and images to the shared folder or export them over the Internet.

Scan to Email

Scan-to-email is the preferred method of sharing scan data. A common way to share a scan file is to add it as an attachment to an email message. This process is often automated.

Scan-to-email is actually secure and supports SSL encryption. Most scanning device manufacturers offer a scan-to-email option. You can send emails to groups or individuals using the Windows Fax and Scan tool. You can also directly forward scanned documents using the Forward as Email tool.

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