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In today’s digital age, everything is available online, and so are important documents and identification cards. Having quick access to these documents and IDs is quite useful, especially for bloggers, gamers, YouTubers, and anyone not bound by geography in their work. If you have been carrying around hard copies of your essential documents, it’s time to make the shift to digitizing them. This short guide will take you through the best methods to make and store digital copies of your documents and IDs. Let’s begin!
Which documents and IDs to digitize?
Here is a list of documents that should be digitized and ready to go if necessary:
- Visa and work permits: These are arguably the most critical ones if you live abroad.
- Personal identification: Make digital copies of all your ID documents, including your driver’s license, social security card, and birth and marriage certificates.
- Health insurance: You want anything related to your health to be easily accessible at all times.
- Financial records: Store digitized copies of bank statements, tax records, bills, and receipts for important purchases.
- ID photos: In case you might require to make a new ID, having a photo ready to go E-passport photo can save a lot of time and effort. Making a digital passport photo on a PC yourself is also quite easy.
How to Digitize a Document?
To make a digital copy of a document, you can follow these steps:
- Choose your method of digitization: You can use a scanner, a smartphone camera, or a document-scanning app to create a digital image of your document. You can make and store it with your iPhone or Android device or make a digital passport photo with your PC.
- Place the document on a flat surface with good lighting: Make sure the document is not folded or creased and that there are no shadows or glare on the page you want to scan.
- Position and focus your camera or scanner: If you’re using a smartphone camera, make sure the camera lens is parallel to the document and that you’re holding the camera steady. If you’re using a scanner, adjust the settings for color, resolution, and file format.
- Capture the image: Press the “scan” button on your scanner or use the camera app on your phone to take a photo of the document. If you’re using a document scanning app, follow the instructions to capture and crop the image.
- Save and store the digital copy: Save the file as a PDF or image file and make sure to name it something descriptive.
How to store digitized documents?
Now that you know which documents and IDs to digitize, let’s take a look at the best methods to store them:
- Cloud storage: Cloud storage is the most convenient method to store digitized documents and IDs. You can access them from anywhere in the world, provided you have an internet connection. Moreover, you can share them easily with others and collaborate on the same file. However, cloud storage is susceptible to cyber-attacks, so be sure to use a reliable service provider and enable two-factor authentication to maximize security.
- External or portable hard drive: If you want complete control over your data storage, store your documents and IDs on an external or portable hard drive. You can create regular backups of important documents and store them offline, which minimizes the risk of cyber threats. However, these drives may become corrupt, damaged, or stolen, so keep them in a secure location or a safe place.
- USB drive: A USB drive is a portable and convenient option to store your digital copies of documents. You can carry it around in your pocket or backpack, which can be beneficial if you’re always on the go.
In conclusion, digitizing your essential documents and IDs can make your work and travels more convenient. You can ensure quick access to essential information and minimize the risks of physical document loss or damage. However, it’s important to remember that digital storage also comes with its own set of risks, so be sure to take necessary precautions to protect your data from cyber-attacks or hardware damage. With the right approach, digitizing your documents and IDs, and making and using passport photo digital copies can be a hassle-free and secure way to manage your important files.