Portable scanners: What you need to know to scan on the go

The way we work has changed. Many modern professionals need to be able to stay productive anywhere, whether that means working from home, visiting the office or traveling to see clients. Not being able to digitize important documents will degrade your efficiency while on the go. Whenever you pack your bag, make sure you have a portable scanner that is easy to use and captures the information you need.

In this guide, we’ll introduce you to the different types of specialized portable scanners on the market, and walk you through the features and benefits to look for in each one so you can find the right device for your specific needs.

Jump to a section...

Small portable scanners: A scanning minimalists’ guide
Portable document scanners for business users
Using a mobile device as a portable scanner
Portable photo scanners to preserve memories anywhere
Handheld portable image scanners: Picture-perfect portability
Handheld portable document scanners: Imaging power in a small package

Small portable scanners are designed to suit the realities of modern work. Many professionals are constantly on-the-go, and need to be able to scan documents reliably wherever they set up shop. Small portable scanners offer a balance of mobility and functionality for today’s world of work.

Choose a small portable scanner if:

You need to scan while on-the-go
Device size and weight are top priorities
You don’t want to sacrifice scan quality

Features to look for in small portable scanners

True mobility

We’re accustomed to powerful portable devices thanks to modern tech like smartphones and tablets. The best portable scanners meet those expectations by including powerful functionality in a compact package that’s small enough to pack and light enough to carry anywhere work takes you.

Easy connectivity

All the points of connection we rely on in a wired office go out the window with a portable scanner. Make sure your scanner supports smart Wi-Fi connections and offers USB ports, or prioritize direct-to-cloud scanning that works without any device connection at all.

Flexible capacity

Everyone’s scanning needs are a little different. Make sure your small portable scanner can handle the variety of documents you’ll need to scan wherever you go, from small items like photos and business cards to larger documents that can be stitched together by bundled scanning software.

Read more about small portable scanners in “Small Portable Scanners: What On-The-Go Scanning Minimalists Need To Know.”

Did You Know? If you’re looking for a wireless scanning solution, your choices have never been better. Click here to learn more.

Previous Section

Scanner Guide

Portable scanners: What you need to know to scan on the go
Back To Top
Next Section

Portable document scanners for business users

If you’re always working on-the-go, consider a portable document scanner. These small, lightweight devices fit easily into most bags and backpacks. They can connect to both computers and mobile devices wirelessly. This means you scan documents anywhere you can find a flat surface. The best portable document scanners have compact designs and intuitive interfaces.

Choose a portable document scanner if:

You need to upload receipts for reimbursement while traveling
You want to scan and organize business cards from new contacts
You attend off-site meetings where you collect, share, and edit paperwork

Features to look for in portable document scanners

Fast scanning

While portable document scanners aren’t as rapid as their desktop counterparts, they should still be fast. A good scanner should be able to capture a page in just a few seconds. You should also be able to set up and put away the device quickly, since you may not have much time in a single location while traveling

Long battery life

When you work in a coffee shop, at a conference, or on a train, you can’t guarantee you’ll sit near an outlet. Your portable document scanner should be able to scan hundreds of documents on a single charge. It should also recharge rapidly in case you can only sit near an outlet for a short time between appointments.

Connectivity options

Wireless connectivity is convenient for portable scanners, but it won’t work when signal strength is weak. Wired USB connections are stable, but wires are inconvenient, especially where space is limited. Find a scanner that supports both wireless and wired connectivity options to make the most of any kind of workspace.

Read more about portable document scanners in “Portable Document Scanners: What To Look For When Digitizing On-The-Go.”

Previous Section

Small portable scanners

A scanning minimalists’ guide
Back To Top
Next Section

Using a mobile device as a portable scanner

If you don’t have a portable scanner handy, a smartphone or tablet will work in a pinch. Both Android phones and iPhones have built-in document scanning capabilities. Scanning with mobile devices is easy and convenient, although you may not get the same level of quality that you’d expect from a dedicated device.

Choose your mobile device as a scanner if:

You own an Android or iOS smartphone
You don’t have a dedicated scanner available
You have only a handful of items to scan

How to scan on Android and iOS apps

Notes with iOS

If you have an iPhone, start by opening the Notes app. Start a new note, then tap the camera icon in the formatting options. Select Scan Documents, then follow the on-screen prompts. When you’re done, tap Save. Use iCloud sync to pick up the file on your computer’s Notes app later.

Google Drive

If you have an Android phone, start by opening the Google Drive app. Tap Add in the lower-right, followed by Scan. Position your document on a flat, well-lit surface and follow the app’s prompts. You can access your scanned file from the Google Drive app or web interface on any mobile device or computer.

Third-party apps

While both iOS and Android have built-in scanning features, they’re not your only options. Many companies make mobile scanning apps, including some from recognizable names in the tech industry. Just be sure to download programs from reliable developers, as scanning sensitive documents in dodgy apps can be a cybersecurity risk.

Read more about mobile device scanning in “How to Scan on Android” and “How to Scan Documents with iPhone."

When you’re traveling, visiting relatives, or working remotely, you may have to digitize photos and other visual media in a short time frame. That’s where a portable photo scanner can come in handy. These small devices can go with you anywhere and capture photos, maps, and other pictures in seconds.

Choose a portable photo scanner if:

You want to scan old photos while visiting friends and family
You travel frequently and need to digitize maps and pamphlets
You have limited office space and can’t fit a full-size desktop scanner

Features to look for in portable photo scanners

Compact size

If you get a portable photo scanner, you’re likely to use it while visiting relatives, attending trade shows, and traveling for leisure. That means it needs to be small enough to fit in a carry-on bag while still leaving room for all the other supplies you need.

Cloud scanning

When you find an interesting photo, you may not always have a computer on hand. That’s why it’s helpful to have a scanner that can transmit photos directly to cloud storage. If you scan your photos to a public folder, you can also share them with friends and family immediately.

Rapid speed

If you find a treasure trove of old pictures in a family member’s attic or closet, there might be hundreds of photos to sort through. You don’t want to spend hours digitizing them, especially if you could be spending time with your loved ones instead. Look for scanners that can capture a photo in just a few seconds.

Read more about portable photo scanners in “Portable Photo Scanners: Preserving Memories on the Go.”

Did You Know? The ScanSnap iX100 is equipped with a high performance battery and a built-in GI processor that automatically enhances each image. Click here to learn more.

Previous Section

Using a mobile device as a portable scanner
Back To Top
Next Section

Handheld portable image scanners

Picture-perfect portability

Although many apps now enable photo scanning from your phone, issues like shadows, skewing, and blurriness make them unreliable. That’s where handheld portable image scanners come into play, allowing the extra convenience of waving the scanner over your image instead of passing the image through the device.

Choose a handheld portable image scanner if:

Phone scanning has led to disappointing quality
You’re dealing with highly delicate photos or archival images
You need to scan materials that have unusual sizes or shapes

Features to look for in handheld portable image scanners

Simple scanning

Using a portable scanner wand should be simple – as simple as a wave of the hand over the document or image you want to scan.

Smart scanning

For handheld purposes, the best portable scanner wand should be able to identify the edges of each image automatically, in addition to auto-adjusting the orientation and quality of each image.

Wireless scanning

There’s no point in a handheld scanner that needs to plug into the wall. Look for wireless features like Wi-Fi and Bluetooth capabilities, rechargeable batteries, and direct-to-cloud scanning.

Read more about portable scanner wands in “Portable Scanner Wands: 5 Benefits of Handheld Image Capture.”

Previous Section

Portable photo scanners to preserve memories anywhere
Back To Top
Next Section

Handheld portable document scanners

Imaging power in a small package

Handheld portable document scanners can help you keep paperwork from weighing you down and ensure you’re as productive as possible, wherever your work happens.

Choose a handheld portable document scanner if:

You’ll mostly be scanning full-size documents
You want to avoid a backlog of paperwork
You need an excellent device that’s also affordable

Benefits of handheld portable document scanners

Boost your productivity

When your job takes you on the road, it’s common to find a mountain of work waiting for you when you get back. Handheld portable document scanners make it easy to stay productive wherever you are.

Keep your luggage light

Using a powerful, high-quality handheld portable scanner while on the go will save you from needing to stuff every single document in your briefcase when it’s time to move to your next desitnation.

Balance quality and price

You’ll be able to capture better-quality scans than you would with your smartphone. You also won't have to break the bank for a huge tech investment.

Read more about handheld portable document scanners in "Handheld Portable Document Scanners: 5 Benefits of Going Wireless."

Previous Section

Handheld portable image scanners

Picture-perfect portability
Back To Top

For even more professional-ready digitization solutions, be sure to check out our entire range of fi Series and ScanSnap scanners.

Note: Information and external links are provided for your convenience and for educational purposes only, and should not be construed, or relied upon, as legal or financial advice. PFU America, Inc. makes no representations about the contents, features, or specifications on such third-party sites, software, and/or offerings (collectively “Third-Party Offerings”) and shall not be responsible for any loss or damage that may arise from your use of such Third-Party Offerings. Please consult with a licensed professional regarding your specific situation as regulations may be subject to change.

Portable scanners: What you need to know to scan on the go

Scanner Guide