How to Digitize Paper Documents for Remote Work

Remote work doesn't work well with paper. You can't Ctrl+F a physical filing cabinet. Digitizing your documents is essential for the modern workflow.

Here is a simple 3-step strategy to go paperless.

Step 1: Capture (Scanning)

You don't need a heavy flatbed scanner.

• Phone Scan: Use Microsoft Lens or Adobe Scan for individual contracts/receipts.
• Bulk: Only buy a scanner (like a Fujitsu ScanSnap) if you scan 50+ pages daily.

Result: You now have a pile of JPGs or separate PDFs.

Step 2: Consolidate (Merging)

A folder with 50 images labeled "Scan_001.jpg" to "Scan_050.jpg" is a nightmare.

1. Group them: Gather all receipts for "January Expenses".
2. Combine: Use JPG to PDF or Merge PDF to stitch them into one single file.

Step 3: Optimize (Compress & OCR)

Scans are huge files. A high-res scan can be 10MB per page.

1. Compress: Run it through our Image Compressor or PDF Compressor to shrink it by 80%.
2. Name It: Use a format like YYYY-MM-DD_Category_Description.pdf.
   • Example: 2026-01-28_Invoice_WebDesign.pdf

Why PDF?

Why not keep them as images?

• Searchable: PDFs can hold text data (OCR).
• Universal: Opens on any device.
• Secure: Can be password protected.

Start your digital archive today. Combine your first batch with Merge PDF.