Latest news with #documentmanagement
The Verge
2 days ago
- Business
- The Verge
The best ways to digitize your documents
When you're preparing to move, you can find yourself faced with a lot of paper documents. Holiday cards, leases, letters, tax documents, notes, doodles – whatever – can really stack up over time. If your choices are only 'keep' or 'trash,' it can be hard to let go, even if you choose one of the more responsible ways to get rid of your stuff. Digitization makes these decisions easier by adding a third option: create a virtual version for safekeeping and say goodbye to the physical paper. These days, digitization only requires a smartphone or a tablet, but you'll want to optimize the process while reducing the risk of data loss. Decide what to do with your papers In my experience – and I've been digitizing boxes upon boxes of documents for the past six months – there are only a few types of records worth keeping on hand after creating a digital version. These are original government documents, legal agreements such as a will or a current lease, items that might lose their form or meaning when reduced to images on a screen, and anything you may want to display in your home. Of course, there will be exceptions. Maybe you decide to toss every birthday card but keep the one your grandmother sent before she died. Or maybe you just feel better retaining hard copies of every tax document, even though the IRS says it's generally okay to scrap them after three years. You do you. What you'll need to start After you've decided your documents' fate, you can get to work. At minimum, you'll need a mobile device and a flat, clean surface like a tabletop. While that's technically enough to do the job, I recommend also having a computer, a way to transfer files between your devices (like a cable, AirDrop, or cloud storage), image editing software, and at least one backup drive. If you have a truly overwhelming stack of papers, you may want to consider buying or borrowing a scanner to help. A scanner that comes with a feeder can quickly scan a bunch of documents at once rather than doing one at a time, and most scanners can save images directly to your computer or to your cloud storage. Home scanners that are meant mostly for documents can run about $100 to $500, depending on their features and capacity. Scanners that handle high-quality images may cost considerably more. Personally, having used scanners in domestic, professional, and academic settings, I think they're great for archival work, but are overkill for most people's digitization needs. I've used my phone for my own digitization project and have no regrets. Digitizing with your phone camera There are three easy ways to capture a digital image of any paper using your phone: with your camera app, a built-in scanning app, or a third-party scanning app. I use whatever is most appropriate, depending on what my plans are for the digitized copy. While you're likely most familiar with your camera app, it's not great for text documents and particularly cumbersome for multi-page ones. That said, I like to use my usual camera app for cards and art because it creates editable image files that I can organize with tags. Scanning apps, meanwhile, usually only output PDFs. I use this method for text-heavy documents like leases and financial records. Both iOS and Android include built-in scanning tools that are quite capable of turning any document into a PDF. On an Android phone, you use the Drive app; with an iPhone, you can use either the Files or the Notes app. All of these allow you to simply hold your phone over the paper and wait; the app outlines the page and automatically creates a file. There are also a number of third-party apps that offer additional features for capturing, editing, and storing PDFs. If you want more options than Drive, Notes, or Files can provide, it may be useful to check out what's out there. Best way to digitize images Lay your document flat in a well-lit space with no shadows. Weight it down if necessary, but try not to block anything important. An encyclopedic knowledge of camera angles won't matter here. Hold your phone flat and level over your document, without casting shadows onto the page. I also recommend cropping your pics immediately to save time and make the images easier to see in previews when you're organizing. If you're capturing cards, you can photograph the cover and interior separately, then use image editing software to combine them into a single file. Backup your files If you've built a repository of digitized documents on your phone and are thinking of leaving them there — don't. That's like stashing your birth certificate in a folder at an open window and trusting it won't blow away. To mitigate risk, transfer your digitized documents to a computer, a backup drive, and / or cloud storage. Despite advancements in storage technology, data loss still happens, and it's safer to keep your important files in at least two locations in case something happens to one of them. If you use Google Drive to scan your documents, you've already automatically backed them up to the cloud. To send those documents to another device that doesn't have access to your Google Drive, you can download them using Google Takeout. If you use Files or Notes on iOS, you can check to make sure that your files are being backed up to iCloud by going to Settings > [ your name ] > iCloud. If you're using Files and want to send those files elsewhere, tap the three dots in the top right, hit Select, pick the files you want to transfer, and touch the share icon in the bottom left (a box with an upward-pointing arrow). If you use Notes, tap the note you want to transfer and select Share Note. Then choose your preferred sharing method and ship 'em out. Organize your documents No matter where your files are — a computer, mobile device, or cloud storage — you really should organize them so you can find them later. If you have a system that works for you already, great. But if you need a strategy, I recommend creating top-level folders like 'cards' and 'records' that describe the broadest categories within your collection. Within these, make more specific folders, like 'leases' and 'identification.' When you get to the bottom-level folders where the actual files live, try to name them consistently. If you really want to go hard, you can add tags and other metadata to your files. It's important to understand that the goal here is not to completely eliminate anything that could be considered clutter — it's to find an efficient solution to managing the items we accumulate as we live our lives. It's okay to hold onto meaningful items and make a measured assessment of their value from time to time. After all, drowning in a sea of paperwork might be bad, but living a life devoid of meaning and mementos might be even worse.
Yahoo
26-05-2025
- Business
- Yahoo
This app turns your iPhone into an easy scanner you'll keep for life
The following content is brought to you by Mashable partners. If you buy a product featured here, we may earn an affiliate commission or other compensation. TL;DR: Scan anything, anywhere, with this lifetime subscription to iScanner, now A$39 (reg. A$312) with code SCAN through 1 June. Opens in a new window Credit: iScanner iScanner App: Lifetime Subscription AU$39 AU$312 Save AU$273 Get Deal Raise your hand if you've ever had to rush to the library to print something. If most of us don't have the space for clunky printers, chances are we also don't keep a scanner at home. That's what iScanner is for. This iOS app transforms your iPhone or iPad into a handy little scanner that works for basically any document type. It's also only A$39 (reg. A$312) for a lifetime subscription. Even if you're one of the few with a physical scanner still in your presence, you can now clear some counter space thanks to iScanner. And while you're at it, you can throw away that dusty old filing cabinet, too. iScanner is the number one US-based scanning and document management tool, letting you knock items off your to-do list from anywhere. Need to save a receipt for taxes? Do you have a contract you need to digitize? You can scan any document using just the phone on your iOS device. Students, entrepreneurs, educators, and stay-at-home moms alike will all find endless uses for a scanner in your pocket. The AI-powered tools ensure your documents' borders are detected and automatically adjusted, while also straightening scan pages and ditching curves and skews. Thanks to AI, you can also use iScanner to help you solve complicated math problems. Or put its OCR technology to the test and let it help you decipher text in up to 20 languages. Once things are scanned, the app becomes a full PDF editor and file manager. Edit your scans, including signing them, adding text, or autofilling them with custom templates. Then, use the file manager's folder via drag and drop to keep them safe and organized. Scanning something confidential? You can also protect files and folders by locking them with a PIN. Use code SCAN by 1 June at 11:59 p.m. PT to get an iScanner lifetime subscription on sale for A$39. StackSocial prices subject to change.
Geeky Gadgets
22-05-2025
- Geeky Gadgets
Did You Know? Your iPhone Is a Powerful Document Scanner!
Are you still relying on third-party scanner apps to manage your documents? If so, it's time to rethink your approach. Your iPhone already comes equipped with powerful, built-in tools that can scan, edit, organize, and share documents seamlessly. By using the Notes and Files apps, you can streamline your workflow without the need for extra downloads. These native tools offer a practical, secure, and cost-effective solution for document management. The video below from DHTV will help you unlock their full potential and make the most of your iPhone's capabilities. Watch this video on YouTube. How to Scan Documents with the Notes App The Notes app is a versatile and user-friendly tool for scanning documents. It's perfect for quick, on-the-go tasks like capturing receipts, handwritten notes, or single-page documents. Follow these steps to scan with Notes: Open the Notes app and create a new note. Tap the camera or paperclip icon, then select 'Scan Documents.' Align your document within the frame. The app will automatically capture the scan, or you can manually take the photo. After scanning, you can enhance the document by cropping, rotating, or applying filters such as grayscale or black-and-white. Save the scan directly in Notes and organize it into folders for easy access. Sharing is just as simple—send your scans via email, text, or other apps without leaving the Notes interface. This makes Notes an excellent choice for quick and efficient document management. Advanced Scanning with the Files App For users who require more robust organization options, the Files app provides advanced features that transform your iPhone into a portable document management system. Here's how to scan using Files: Open the Files app and navigate to the folder where you want to save your scan. Tap the three-dot menu in the top-right corner and select 'Scan Documents.' Position your document and let the app capture the scan automatically or manually. The Files app allows you to save scans directly into specific folders, rename files for clarity, and create new folders for better organization. You can also export scans as PDFs and share them via email or other platforms. With its folder-based structure, Files is ideal for managing larger volumes of documents or professional paperwork, offering a more structured approach to document storage and retrieval. Customizing Your Scans Both the Notes and Files apps offer customization options to enhance your scanning experience. These features ensure your scans are tailored to your specific needs, whether for personal or professional use. Key customization options include: Allowing or disabling the flash for better lighting in different environments. Applying filters to improve document readability, such as black-and-white or color enhancements. Combining multiple scans into a single file for multi-page documents. Choosing your preferred file format, such as PDF or image files. These tools allow you to create high-quality, organized scans that are easy to share and store. Whether you're digitizing important records or simply organizing your notes, these features provide flexibility and control. Notes vs. Files: Which App Should You Use? While both the Notes and Files apps are effective for scanning, they cater to different use cases depending on your needs: Notes: Best for quick scans and basic organization. Ideal for capturing receipts, handwritten notes, or single-page documents on the go. Best for quick scans and basic organization. Ideal for capturing receipts, handwritten notes, or single-page documents on the go. Files: Designed for more advanced organization. Its folder-based system is perfect for managing larger volumes of documents, making it a great choice for professional or long-term use. Choosing between the two depends on your specific requirements. For casual, everyday scanning, Notes is a convenient option. For more structured and detailed document management, Files offers the tools you need to stay organized. Additional Features to Explore Your iPhone's scanning capabilities extend beyond the Notes and Files apps, offering additional features that enhance its functionality. These include: Scan from Email Apps: Attach scanned documents directly to emails without switching between apps, saving time and effort. Attach scanned documents directly to emails without switching between apps, saving time and effort. Markup Tools: Annotate your scans by highlighting text, adding comments, or drawing directly on the document for added clarity. Annotate your scans by highlighting text, adding comments, or drawing directly on the document for added clarity. Integration with Other Apps: Seamlessly share scanned files with apps like iMessage, WhatsApp, or cloud storage services such as iCloud or Google Drive. These features make your iPhone a versatile tool for managing documents in various contexts, whether for personal, academic, or professional purposes. Why Choose Built-In Apps Over Third-Party Options? Using your iPhone's native apps for scanning offers several advantages over third-party scanner apps. These include: Cost-Effective: No need to pay for additional apps or subscriptions, as the tools are already included with your device. No need to pay for additional apps or subscriptions, as the tools are already included with your device. Secure: Built-in apps are integrated into the iOS ecosystem, making sure better privacy and data security compared to third-party alternatives. Built-in apps are integrated into the iOS ecosystem, making sure better privacy and data security compared to third-party alternatives. Convenient: Seamless integration with other iPhone features and apps simplifies your workflow. Seamless integration with other iPhone features and apps simplifies your workflow. Storage-Friendly: Avoid cluttering your device with unnecessary downloads, freeing up valuable storage space. By using these built-in tools, you can simplify your workflow while maintaining a secure and efficient document management system. These apps are designed to work seamlessly with your iPhone, making sure a smooth and intuitive user experience. Maximize Your iPhone's Scanning Potential Your iPhone's built-in scanning tools, available through the Notes and Files apps, are more than capable of handling most document management tasks. From capturing and editing scans to organizing and sharing files, these apps provide a comprehensive solution that eliminates the need for third-party software. Whether you're scanning a single page or managing an extensive archive, your iPhone has everything you need to stay organized and efficient. Start exploring these features today to experience a smarter, more streamlined way to handle your documents. Find more information on iPhone document scanning by browsing our extensive range of articles, guides and tutorials. Source & Image Credit: DHTV Filed Under: Apple, Apple iPhone, Top News Latest Geeky Gadgets Deals Disclosure: Some of our articles include affiliate links. If you buy something through one of these links, Geeky Gadgets may earn an affiliate commission. Learn about our Disclosure Policy.
Forbes
06-05-2025
- Business
- Forbes
Beyond The AI Gold Rush: Building Value Through Information Quality
Stéphane Donzé is the Founder and CEO of AODocs, with more than 20 years of experience in the enterprise content management industry. getty Across industries, companies are racing to integrate AI-powered chatbots and assistants into their operations. If it feels to you like a gold rush, you may have a point. The potential for AI to enhance productivity, streamline workflows and drive competitive advantage is undeniable. However, many organizations make a critical mistake: They rush to deploy AI without first addressing the quality of the information feeding it. AI chatbots are exceptionally good at finding and presenting information in natural language. But they cannot distinguish between valid, up-to-date content and outdated, obsolete or even incorrect information. This creates a significant business risk, as AI can confidently deliver wrong answers with absolute certainty, leading to costly mistakes. A recent Tow Center study tested eight AI generative search tools and found the chatbots were confidently wrong over 60% of the time when citing information. At the same time, these systems rarely expressed uncertainty. Unlike traditional search engines that guide users to sources, AI tools repackage information, potentially spreading wrong data or insights. Testing also showed premium services sometimes performed worse than free ones. Now imagine this happening six out of 10 times when your business relies on a chatbot to fetch critical information from your database. The AI bonanza could quickly turn into a business nightmare. The risks of uncontrolled and bad document management practices Traditional search tools present users with a list of relevant results, allowing them to manually assess which document is the most reliable. AI chatbots, on the other hand, provide direct answers—which means users may not even realize there could be multiple sources, some of which may be outdated or inaccurate. Take a pre-AI scenario: A sales rep searching for "product XYZ pricing" in a document management system would see multiple results, such as: • "Price List - 2025" • "Special Promotion - Christmas 2023" • "LATAM Pricing - 2022 (EXPIRED DO NOT USE)" With a traditional search, the rep can choose the most relevant document. But with an AI chatbot, the rep asks, "What's the price for XYZ?" and the chatbot delivers a single confident answer, potentially pulling from the wrong source. If companies fail to implement proper governance, AI can exacerbate document management challenges, rather than solve them. The risk: The gold rush technology leads you down the wrong pit. Instead of emerging from the mine rich, you might get trapped. That is, unless you have a map that leads you to where the precious stuff can be safely sourced. A smarter approach: Start small with AI and scale strategically Organizations that succeed with AI don't deploy chatbots indiscriminately across their entire knowledge base. Instead, they take a controlled, step-by-step approach: 1. Start with trusted content. Begin AI deployments with structured, validated repositories, such as internal knowledge bases, approved sales materials and official customer-facing documentation. 2. Implement strong metadata and governance. Ensure AI chatbots only access the latest approved documents by leveraging metadata tags like "valid," "obsolete" or "draft." 3. Pilot AI in a controlled environment. Run initial deployments in a limited-use case, such as answering HR policy questions or retrieving technical manuals, before expanding to broader content sets. 4. Monitor AI outputs and improve continuously. Use feedback loops to refine responses, flag incorrect sources and continuously enhance AI accuracy and reliability. The competitive advantage of a thoughtful AI rollout Companies that take a measured approach to AI adoption—prioritizing quality over quantity when selecting their initial document sets—will outperform those that flood AI with unstructured data. A well-governed AI chatbot can be an invaluable tool for IT leaders, business unit heads and employees, enhancing productivity and decision-making without compromising accuracy or compliance. AI is here to stay, but its success depends on how well it is fed, structured and governed. The smartest companies will recognize that starting small and scaling smart is the key to unlocking AI's full potential—without introducing costly business risks. So, there you have it: To hit AI gold with document management, make sure you're on the right track by walking slowly—at first—and on even ground. Set up the signage and follow the trails you charted until you feel more confident and bold. Forbes Technology Council is an invitation-only community for world-class CIOs, CTOs and technology executives. Do I qualify?
