How to Send Scanned Documents?
Electronic documents are becoming more common among businesses and organizations, as they offer many advantages over paper documents. Many companies often move current paper record collections to electronic format. This makes it easier to find, store, and inspect records while also ensuring the security of documents. Scanning is used to digitize papers, and it is often important to submit these formats to other people.
You have several options for sending pre-scanned documents:
- Submit documents in encrypted form using online services;
- attachments in the form of photographs or files to the email
- give a PDF document as an attachment to an email
Different sending methods mean varying degrees of data protection. If this is sensitive company information or your personal information, choose the best option.
How to send Scanned Documents with DigiSigner?
DigiSigner is a website that allows you to submit and sign electronic documents. You can deliver scanned documents without fear of outsiders gaining access to your information. Advanced encryption and data security are provided by the service.
Log in to the service with your email address and generate a password to retrieve the prepared file. After that, the main page – your account – will appear. If the document is on your computer, use the Upload button to upload it, or If the paper is stored in Google Drive or Dropbox, it can be retrieved from the cloud.
The selected file will appear in your account’s list. In the window that appears, click opposite Send for signing and enter the recipient’s email address. You may also include a note in your message.
Documents will be saved after they have been sent to the main tab. You have the option of deleting or downloading them at any time. You can sign a certified electronic copy directly in the service if you need to submit one.
To do so, press opposite the Sign button before sending. Go to the section on the new page where you’ll need to fill in the requisites. Select the signature format by clicking the left mouse button. It will be difficult to remove your signature after clicking the Done button, and you will be able to submit a signed and secure document.
How to Send Scanned Document with Email?
Attaching scanned documents to a letter is a less safe but still cost-effective way to send them. This is why:
- make a copy of the document you’re going to send;
- start your email program;
- a new letter should be written;
- enter the recipient’s address;
- please press On the computer, attach files and pick ready-to-scan scans;
- Submit the form.
The user will be able to see the documents as photographs or attached files for download and will be able to save them to their laptop.
How to Protect Scanned Files?
When scanning directly, another alternative is to use the PDF file. This will allow you to slightly improve the security of sending emails with regular email. In most cases, the type can be selected in the software given by the manufacturer of your scanning equipment.
After creating a PDF document according to the scanner manufacturer’s instructions, open the file. To encrypt a password, go to Tools – Encryption – Password Encryption. Pick the Set password area from the drop-down menu. Consider what combination you’ll need to open and edit a text.
As mentioned above, you can now submit a PDF file containing scanned documents via email. Give the user a password that they can use to access the document in a secure manner.