Learn how to prepare files for DTP: choose clean originals, set scanner resolution, avoid phone-photo errors and reduce OCR and reconstruction costs.
CLIENT RESOURCE · FOR PROJECT MANAGERS AND TRANSLATORS
Better source files mean more accurate reconstruction, faster turnaround and fewer avoidable costs. Use this practical guide before sending documents for OCR, translation-ready file preparation or multilingual formatting.
REQUEST A QUOTE SCANNING SETTINGS
01 · BEFORE YOU SEND THE FILES
The most effective way to reduce unnecessary DTP work is to provide the highest-quality source document you can obtain. A low-resolution copy, a photographed page or a PDF that has been printed and scanned repeatedly can make text recognition and document reconstruction considerably more difficult.
Whenever possible, provide the original editable file (for example, Word, PowerPoint, Excel or InDesign), together with a PDF showing the intended appearance. For InDesign projects, include linked images, fonts where licensing permits, and any relevant package or source assets.
If an editable original is unavailable, send the complete, highest-quality PDF or scan. Never lower the resolution just to reduce the file size unless a file-transfer limit makes it necessary.
1. Native editable file and a reference PDF
2. Original digital PDF (not a screenshot)
3. High-resolution flatbed or document-feeder scan
4. Carefully captured phone scan, if no scanner is available
02 · IMAGE QUALITY MATTERS
A photo taken with an iPhone or another smartphone may look readable at first glance, but perspective distortion, curved paper, shadows, reflections and inconsistent focus can make OCR less reliable. Rebuilding difficult tables, charts and page layouts from such images often requires more manual work. That additional time can increase the DTP quotation. When possible, use a scanner instead.
Illustrative comparison. Actual OCR accuracy depends on the source document, scanner and capture settings.
03 · SCANNING BEST PRACTICES
These settings are a useful starting point for OCR and translation-ready document reconstruction. Adapt them to the text size and condition of the originals.
Normal printed text
Scan ordinary, clearly printed documents at 300 dpi. Use 400–600 dpi for very small text, dense tables or fine details when needed.
Preserve important detail
Grayscale works well for many text documents. Use color when stamps, highlights, colored charts or annotations matter. Avoid losing fine strokes in harsh black-and-white mode.
Do not crop content
Scan the entire page, including all margins, headers, footers, page numbers, footnotes and stamps. Include both sides when content appears on the reverse.
Keep image quality high
Send a high-quality multipage PDF, or lossless TIFF/PNG images if requested. Avoid heavy JPEG compression, aggressive image cleanup or repeated PDF resaving.
Important: Increasing the resolution number on an already blurred, low-resolution image does not recover missing detail. When possible, rescan the physical original. For a technical explanation of OCR resolution settings, see ABBYY’s scanning recommendations.
04 · PRACTICAL WORKFLOW
01. Prepare the original. Flatten folded sheets, remove obstructing staples if safe, and check for faint text, handwritten notes, double-sided content and nonstandard page sizes.
02. Choose the correct scanner mode. Use 300 dpi for standard print and 400–600 dpi when smaller characters need it. Select grayscale or color based on what needs preserving.
03. Keep the page straight. Align the document against the scanner guides, avoid excessive automatic cropping, and ensure that no edges or footnotes are cut off.
04. Save the unaltered scan. Prefer a clear, complete PDF. Do not manually retype tables, replace unreadable characters with guesses or flatten a usable editable original into an image.
05. Check the result at 100% and zoom in. Verify the smallest numbers, decimal separators, superscripts, symbols, footnotes, page edges and fine table borders.
06. Confirm completeness. Check page count, order, orientation, duplicate scans and both sides. Keep the source originals available for any follow-up questions.
05 · IF A SCANNER IS NOT AVAILABLE
Use the phone’s document-scanning feature or a reputable scanning app rather than an ordinary camera photograph. Place the document flat on a contrasting surface in even light, hold the phone parallel to the page and make sure all edges are visible. Turn off the flash if it creates glare, retake any blurry page and check small text before saving.
Export a full-resolution PDF where possible, and send the original export rather than a compressed image forwarded through messaging apps. If the result remains distorted, tell the project manager so the expected reconstruction effort can be assessed before production.
The issue is not the phone itself. It is the image quality. A straight, sharp, evenly lit document scan is far more useful than a quick handheld photograph.
06 · BEFORE PROJECT HANDOFF
A quick check before submission can prevent clarification cycles and unnecessary costs later in the project.
✓ Best editable or original PDF available
✓ All pages included and in the correct order
✓ No cropped text, margins or footnotes
✓ Numbers, tables and small print remain legible
✓ Full-resolution scans, not compressed screenshots
✓ Clear source and target languages
✓ Requested deliverable format (DOCX, PPTX, INDD, etc.)
✓ CAT-tool and formatting requirements, if applicable
✓ Reference files, templates and client-specific instructions
✓ Expected volume, deadline and any difficult pages flagged
OCR and DTP are not limited to pressing a conversion button. Poor scans may require manual transcription, verification of numbers and units, table rebuilding, image cleanup, restored reading order and additional quality checks. These steps take time, especially in pharmaceutical, medical, regulatory and technical documents where small errors can matter.
We assess the supplied files before quoting. Clear, complete originals help us estimate the work accurately. When better source files become available, they may reduce the amount of reconstruction required. A difficult scan does not automatically mean a high price, but it can change the scope and production time.
Yes. Send the highest-quality PDF you have. If an editable original or design package is also available, include it so we can assess the most efficient workflow.
No. You can send the original scan. We assess OCR and reconstruction requirements as part of the file-preparation process. Avoid converting the scan repeatedly through different applications, which may introduce compression and document-structure problems.
Yes, depending on their quality. If no better source exists, provide the original full-resolution images or document scans. We can assess whether OCR and reconstruction are practical and explain any additional manual work before proceeding.
For ordinary text, high-quality grayscale is often suitable. Use color when highlights, stamps, annotations or charts carry meaning. Extremely aggressive black-and-white conversion can erase faint strokes and punctuation.
Send us the best version you have. We can assess its condition, explain whether a better scan would help, and prepare a realistic DTP quotation.