A useful scan preserves the information you need at a size and format you can use. Start with the original and the intended result: searchable paperwork, a family-photo master or a small image to share. Then choose the equipment and settings, scan a sample and check it before processing the whole stack.
Match the scanner to the originals
A flatbed supports an original on glass and suits photographs, small items and documents that need individual placement. A sheet-fed scanner is useful for batches of compatible loose pages. Its feeder limits matter: size, thickness, coatings, folds and condition all affect handling. Consult the exact manual before feeding photographs, receipts or unusually thin sheets.
Inspect each item first. Remove loose staples or clips from ordinary office pages where appropriate, keep page order, and separate damaged or valuable originals. Bound volumes and fragile materials may need a supported overhead capture arrangement or specialist handling. Preserve the physical originals until you have checked the digital files and decided their retention requirements.
Clean the scanning surface using the manufacturer's method. On a flatbed, place the image side toward the glass and align it to the indicated reference corner. Preview the crop; include the whole item when edges, annotations or context matter.
Choose resolution for the output
Scanner settings often use “dpi” for samples captured per inch of the original. More samples increase pixel dimensions and processing demands. Optical resolution describes captured detail; software enlargement can add pixels without recovering missing detail.
For ordinary typed paperwork, 300 dpi is a useful first trial. Small type, faint marks or a planned enlargement may need another setting. Epson's DS-320 manual gives task-based scanning and OCR guidance; use its settings as model-specific examples and inspect your own result.
Keep a master and make a working copy
On narrow screens, focus the table and use the arrow keys or swipe to see every column.
| Purpose | Useful approach | Check before continuing |
|---|---|---|
| Searchable office records | PDF with OCR text, retaining page images | Search a known phrase and compare critical characters with the image. |
| Photo master for editing | A lossless TIFF or PNG supported by your software | Pixel dimensions, color, complete crop and successful reopening |
| Email or web sharing | A smaller JPEG or PDF derived from the master | Legibility at the recipient's viewing size and acceptable file size |
| Forms with colored marks | Color scan before considering a smaller grayscale copy | All distinctions needed to interpret the form remain visible. |
Use a color mode that preserves relevant information. Black-and-white thresholding can remove faint pencil or wash out a shaded stamp; grayscale can preserve tonal detail with less data than color. Test difficult pages before applying a batch preset. Automatic cropping, deskew and blank-page removal deserve the same check.
For a photograph, keep an untouched capture before changing contrast, removing scratches or applying AI restoration. Name restored derivatives separately. That leaves a clear record of what the scanner captured and what later software reconstructed.
Check the image and the recognized text
- Open the saved file in a second viewer if practical. Check that it actually contains the expected pages.
- Inspect the smallest text and important photo detail at full pixel scale. Look for blur, clipping, streaks, dust and missing edges.
- Confirm orientation, order and duplex backs. Compare the first and last sheets with the physical batch.
- Search for a distinctive phrase in an OCR PDF. Copy a sample into plain text to expose reading-order or character errors.
- Manually verify amounts, dates, names and identifiers before relying on recognized text. OCR is a convenience layer over the evidence in the page image.
If a streak appears at the same position on many sheets, compare a flatbed scan or another permitted capture path and inspect the appropriate glass strip following the manual. If only small lettering fails, try a higher resolution on that page and compare the result. A larger file is worthwhile when it resolves a specific quality problem.
Make a batch easy to find again
Use a stable naming pattern such as 2026-09-16_folder03_item012_master.tif. Distinguish a known document date from the date you scanned it. Store a short note for uncertain dates, missing pages, settings or restoration work. Keep personal records in an appropriately restricted location.
The scan quality checklist provides a repeatable batch record. Reopen several files from your backup destination before clearing the working folder. For storage planning, see portable storage and NAS backups and recovery.