5 Tips To Make Your Business Forms Scanner-Friendly
Posted on: 10 March 2022
Increasingly, businesses of all sizes and purposes are choosing to retain digital files rather than hardcopy documents. However, paper forms are still a vital part of those same businesses.
How can you make these two ideas work together? The answer lies in creating scanner-friendly forms and documents from the outset. With the right design, all your forms can be digitized within your own company or by any business associate. To help you accomplish this, here are five tips for scanner-friendly layouts.
1. Use Standard Sizes. The office standard of 8 1/2 x 11 inches documents helps ensure smooth scanning of large quantities of paper. It also speeds up the process as no one needs to reset their scanners while working. If there's a pressing business need for smaller documents, try to make these the same width but different lengths.
2. Avoid Fancy Backgrounds. A decorative background or watermark may look great on actual paper, but they tend to scan poorly. Because colors are often interpreted by computer programs in different ways, even a light background design of the wrong shade can scan very dark and in a strange way. Avoid using background elements where any printing will also be done.
3. Test All Colors. The safest bet for machine-friendly forms is basic black and white. But if you really want or need to have colors included in a document, test them at the printers before committing to a large run. Surprising colors — such as pink and orange — may scan very poorly. However, colors like red or yellow may reflect well as a background.
4. Keep It Simple. The temptation when creating a form may be to try to squeeze as much as possible onto a single form page. But the more elements on any document, the harder it will be to get good results from a scanned copy. Letters and numbers will blend together, small text may become unreadable, and cramped handwriting will be less legible. Instead, include the minimum necessary and leave as much white space as possible.
5. Use Quality Paper. Along with what you put on the document, the medium you use for it makes a difference. Thin, poor-quality stock paper may tear and crinkle, which results in difficulty scanning or even physically jamming scanners. Instead, opt for slightly thicker, high-quality materials — especially if forms will be moved around and handled a lot before scanning.
Want more help designing forms and other documents that will have a long, happy life as a digital file? Start by meeting with an experienced business printing service in your area today. With their guidance and expertise, you're sure to create the best documents possible.
For more information on business printing, contact a company like Wally's Printing.
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