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Organising documents

Digitizing Documents: How to Scan Properly

For private papers you don't need a scanner. A phone, good light, and a fixed routine are enough. What matters is that the scan is complete, readable, and stored safely.

Last reviewed: October 9, 2026

Machine-translated from German using AI. Only the German version is authoritative.

General information, not legal advice. Only the law, official sources and your specific letter are binding.

In short

Scan letters as a PDF with your phone's scan function or a scan app. Make sure there is good light, all pages are included, and the text is readable. Name the file right away with the date, sender, and content, and back it up in a second place. Whether the paper can go afterwards is up to you, depending on the document.

Format

PDF, all pages in one file.

Quality

Good light, straight, no shadows.

Name

Date_Sender_Content.

Backup

At least one second copy.

How to make a good scan

  1. 1Lay the document flat on a dark, calm surface. This helps the edges be detected.
  2. 2Scan in daylight or under a bright lamp, without flash and without your own shadow.
  3. 3Use the scan function, not the normal camera. It straightens the sheet.
  4. 4Scan all pages, including backs and attachments with text.
  5. 5Check quickly: Are numbers, dates, and the small print readable?

File it correctly right away

A scan without a name is quickly lost. Name it right away following the pattern 2026-10-09_Finanzamt_Tax-notice-2025.pdf and put it in the right folder. Also add any deadline to your calendar instead of hiding it only in the file name.

Store it safely

  • At least two copies in different places, for example phone and external hard drive or cloud.
  • Strong passwords and two-factor login for cloud accounts.
  • Device lock on your phone, because sensitive data is now stored there.
  • Check regularly that the backup really works.

Frequently asked questions

Is a photo enough instead of a scan?

If you have to, yes, as long as everything is readable. But the scan function gives you straight, high-contrast pages and combines several pages into one PDF.

What resolution do I need?

For letters, the default setting of modern phones is enough. What matters is that you can read small print easily.

May I throw the paper away afterwards?

Not automatically. You should keep the original of certificates (Urkunden) and documents with evidential value. More on this in the article about originals after scanning.

Letters, deadlines and dates in one place

With bliqq you scan letters directly in the app. bliqq names and sorts them and keeps recognized deadlines in view.

Let bliqq explain your letter

Sources

  1. 1.Archivierung von Unterlagen: Wie erschaffe ich ein gutes Ablagesystem? · Verbraucherzentrale
  2. 2.So richten Sie mit wenigen Klicks eine Datensicherung ein · Verbraucherzentrale
  3. 3.Cloud: Risiken und Sicherheitstipps · Bundesamt für Sicherheit in der Informationstechnik

Read on

Organizing Private Documents

A simple folder structure for private documents: what belongs together, how to name files, and which originals you should keep.

Keep the Original After Scanning?

Can the paper go after scanning? Which originals you should keep, why a scan is not always enough, and what you can throw away.

Retention Periods for Private Documents

How long should you keep bank statements, invoices, tax notices (Steuerbescheide), and contracts privately? An overview of obligations and sensible periods.

General information, not legal advice. Only the law, official sources and your specific letter are binding.