Most application portals ask you to upload certificates, marksheets and ID documents. You do not need a scanner or a cyber cafe for this. A phone does it well, provided you avoid a few common mistakes.
Use scan mode, not the camera
Both Android and iPhone have a built in document scanner. On Android it is usually inside Google Drive, under the plus button, then Scan. On iPhone it is in the Notes app, under the camera icon, then Scan Documents.
Scan mode does three things an ordinary photo does not. It detects the edges of the page, straightens the perspective so the document looks square rather than trapezoidal, and brightens the paper so the background reads as white.
That last one matters. A plain photo of a document usually comes out grey and shadowy, which looks unprofessional and can be hard to read.
Getting a clean capture
Put the document on a dark surface. A wooden table or a dark cloth helps the phone find the edges. A white document on a white table confuses the detection.
Use even light. Daylight near a window is ideal. Overhead lights create a bright spot in the middle and dark corners.
Do not cast a shadow. Stand to the side rather than directly over the page, or your own shadow falls across it.
Hold the phone parallel to the page. Directly above, not at an angle.
Flatten folded documents first. A crease produces a dark line that can look like damage or an alteration.
What portals usually require
Most ask for PDF for documents, and set a maximum file size, often 200 KB to 500 KB per file. Some want several documents merged into one PDF.
Scan mode saves as PDF by default, which saves a conversion step.
Keeping the file size down
A scan at maximum quality can easily exceed the limit. Two things reduce it:
- Scan in black and white or greyscale where the document allows it. Colour is only needed if the document has a colour photo or seal that matters.
- Scan one page at a time rather than capturing a whole spread and cropping.
If your file is still too large, compress it rather than rescanning at lower quality, which usually looks worse.
Before you upload
Check that every word is readable, the edges are all inside the frame, the page is straight, and nothing is cut off. A rejected document costs you far more time than a second scan.
Keep the originals safe as well. You will usually need to produce them at document verification.