Get the free To Scan Or Not To Scan, That Is The Question

May/June 2009 California Veterinarian To Scan Or Not To Scan, That Is The Question! By Gregory M. Dennis, Esq. Gregory M. Dennis has written and spoken extensively on numerous legal issues affecting

How to fill out to scan or not

To determine whether to scan or not, follow these steps:

1. Assess the type of document: Consider the nature of the document you have. If it is a physical document that can be easily scanned, such as a letter or a form, scanning might be a viable option. However, if the document contains sensitive or confidential information, you may need to reconsider whether scanning is suitable.
2. Evaluate the purpose of scanning: Determine the purpose of scanning the document. Are you digitizing it for convenience and easy access or to share it electronically with others? Scanning can be advantageous in these cases. On the other hand, if the document serves a legal or formal purpose that requires physical authenticity, scanning may not be the best course of action.
3. Consider the intended recipients: Think about who will be receiving or using the scanned document. If the intended recipients are comfortable receiving digital copies and can work with them effectively, scanning would be appropriate. However, if the recipients prefer or require physical copies, scanning may not be the ideal choice.

In terms of who needs to scan or not, it depends on individual circumstances:

1. Students and professionals: Scanning can be useful for students and professionals who need to keep track of important documents, such as lecture notes, research papers, or business contracts. Scanning allows for easy organization, storage, and retrieval of these documents.
2. Virtual teams or remote workers: For remote workers or virtual teams, scanning documents enables seamless collaboration across different locations. Scanned documents can be shared digitally, reducing the need for physical mail or courier services.
3. Individuals with limited storage space: Scanning provides an excellent solution for individuals dealing with limited physical storage space. Digitizing documents allows for clutter-free organization and easy retrieval, particularly for those living in small apartments or offices.
4. Legal or official documents: Certain legal or official documents, such as contracts, deeds, or certificates, may require original physical copies for authenticity purposes. In such cases, scanning is not suitable as it may compromise the legal validity of these documents.
5. People with accessibility needs: Scanning can greatly benefit individuals with visual impairments or other accessibility needs. By converting physical documents into digital formats, these individuals can use assistive technologies, such as screen readers, to access and interact with the content more effectively.

Ultimately, the decision to scan or not depends on the specific document, its purpose, and the preferences and requirements of the intended recipients or users. Consider these factors to determine the best course of action for filling out documents and whether scanning is the appropriate choice.

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