In today’s fast-paced world, businesses are swapping bulky scanners for portable, paperless solutions. Thanks to a booming PDF market, a single smartphone app is all you need for professional-quality scans that require no space or maintenance — you can even convert files like a JPG to Word.

Read on to learn about digital scanning, its benefits, how to scan PDFs with your phone, and some tips for getting the best results.

What is a digital scan?

Unlike a traditional scan that creates a paper copy, a digital scan makes a virtual copy in a specific file format — usually a PDF. It uses Optical Character Recognition (OCR) technology to make the document’s text editable, searchable, and shareable from any device. This gives you more flexibility in how you handle daily tasks.

You can create as many copies as you need without wasting paper or waiting for a machine to print. And while newer physical scanners support digital workflows, they are often expensive, hard to use, and take up too much space for modern, on-the-go work styles.

What is OCR?

Optical Character Recognition (OCR) is a technology that allows your device to interpret text from images or scanned documents. It transforms scanned PDFs into text that is both searchable and editable. This is especially useful for digitizing old paper records or making scanned text easy to search through.

What are the benefits of scanning digitally?

Using your smartphone and OCR, you can:

1. Turn physical documents into digital text. Digitize everything from business cards and receipts to books and official documents for easier storage, retrieval, and sharing.
2. Create searchable PDFs from scans. OCR instantly turns scanned content into a searchable database, saving you time and effort.
3. Digitize handwriting. Convert sticky notes, diary entries, or shopping lists into digital text with a single tap.
4. Archive files more reliably. Some documents must be archived for legal or company policy reasons. A digital scanner quickly turns paper into PDF files that retain their original formatting and can be opened on any device years from now.
5. Make documents more accessible. Digitized content is compatible with text-to-speech software, making it more convenient for individuals with visual impairments.

Tips for better phone scans

Here are some tips to ensure high-quality scans with your phone:

1. Scan in a well-lit area, but avoid direct sunlight to prevent glare.
2. Use a phone frame or tripod to keep the device steady and prevent blur.
3. Wash your phone’s camera lens with a soft cloth for a sharp image.
4. Place the paper on a flat, contrasting surface (e.g., a white page on a dark table).
5. Smooth out any wrinkles or creases on the document to prevent errors.
6. Hold your phone directly above the document to capture the entire page.
7. Set your camera to the highest solution for better quality, especially for IDs or images.
8. Save your file in the right format — PDF for documents and JPEG or PNG for images.

Simplify your work with MobiPDF

A reliable mobile scanning solution can significantly speed up your workflow. MobiPDF by MobiSystems is a user-friendly app available on Windows, Android, and iOS that helps you with various PDF tasks, from annotating and editing to converting and scanning.

The latest update includes new scanning features, allowing you to:

1. Scan documents and make them searchable with OCR.
2. Scan IDs and passports in high resolution.
3. Extract text from images and handwritten notes.
4. Scan QR codes and two book pages at once.
5. Scan business cards and save them as phone contacts.