No scanner at hand? Your phone is enough, as long as you get a few simple things right.
Seven habits
- Look for daylight, with no glare and no shadow of your hand.
- Lay the page flat on a plain, dark background.
- Frame it straight on, the phone parallel to the page, all four corners in view.
- One page, one photo. Check it reads in full, small print included.
- Do not retouch: no filter that wipes out a stamp or a signature.
- Name each file with the same rule, right when you take it.
- Back up the same day, outside the phone.
The original comes first
Always keep the paper. The digital copy is for finding and viewing, not for replacing the original. Destroy an original only once you know the retention rule that applies.
A naming rule
| Code | Year | Number | File name |
|---|---|---|---|
| B | 2024 | 0123 | B-2024-0123.jpg |
| D | 2024 | 0456 | D-2024-0456.jpg |
Example: fictional codes and numbers.
Frequently asked questions
Is a smartphone enough to scan?
Yes for most papers, if the light is good and the page is well framed. Check that each photo reads without effort.
How should I name the files?
With a fixed rule: code, year, name or number, for example B-2024-0123. The same order everywhere.
Scan, then find
KUP scans with a scanner or a smartphone and keeps the original intact. We show it to you on your own papers.