How to Scan to the Cloud & Why it's Important

In today’s fast-paced world, paper documents can slow you down — especially when collaboration, remote access, and security are top priorities. That’s where cloud scanning comes in. Whether you're working from the office, home, or anywhere in between, scanning directly to the cloud makes your documents instantly accessible, shareable, and safely stored.

In this article, we’ll walk you through how to scan to the cloud using modern office equipment and explore why it’s a game-changer for productivity, data protection, and workflow efficiency.

Hardware - scanner or MFP and computer or mobile device.

Software - scanning software, cloud services and cloud enabled scanning app. 

How to Scan to the Cloud: 

1.  Set up scanner or MFP (choosing equipment that is cloud enabled is crucial).
2. Establish server location (private servers are on-site and can be costly, while most public servers are encrypted and cost effective with a vendor).
3. Install/Configure software.
4. Adjust scan settings (for resolution, 300 DPI for larger text files and 600 DPI for better quality images and for file format, PDF for documents, JPEG for images, and PDF/A for archiving).
5. Test scan and upload to the cloud (confirm configurations and access).
6. Create a company-wide process for reference and new employees. 

While this process may seem intimidating and costly, finding a technology partner can help reduce costs and simplify the setup process. Many technology partners and vendors will set up the configuration and processes needed as a part of their service. 

Cloud scanning can increase efficiency in various ways, but some efficiency boosters come straight from the scan settings. 

Benefits:

• Saves time and money
  • • No sending or shipping physical documents.
    • Reduced IT strain and training.
• Accessibility 
  • • Remote access and collaboration.
• Customer satisfaction
  • • Quickly process orders and invoices.
• Security 
  • • Secure cloud with encryption protocols.
• Sustainability 
  • • Digital documents = less paper consumption and waste.
• Back-up and recovery options

As businesses continue to embrace digital transformation, cloud scanning stands out as a simple yet powerful upgrade. It streamlines workflows, enhances security, and supports sustainability — all while saving time and money. With the right equipment, software, and setup, scanning to the cloud becomes a seamless part of your daily operations. Whether you're just starting or looking to optimize your current process, investing in cloud scanning is a smart move toward a more efficient, connected, and future-ready workplace.

Crew-Tech's Recommendations:

As a technology partner, Crew-Tech is committed to offering scalable, affordable, and efficient solutions to any business looking to upgrade. The following machines are what we would recommend to a business looking for scan to cloud options that need accessibility features for a hybrid workforce. They have advanced scanning features including single pass scanning, versatile media scanning (credit cards, ID's, etc.), and scans up to 200 images per minute.

• IM C3510SD (35 prints per minute)
• IM C4510SD (45 prints per minute)
• IM C6010SD (60 prints per minute)

Learn More