How to scan, name and store important documents on your phone
A safe phone workflow for making readable scans, naming them consistently and sharing only the pages an organisation needs.
Last reviewed: 6 July 2026 · UK guidance
In brief
A good document scan is complete, readable and easy to identify later. Use a trusted scanning function, photograph every page on a flat surface and check edges, glare, signatures and small print before deleting or filing the original.
Name files with date, organisation and subject and store them in one secure folder with backup. Do not keep identity documents in an open photo gallery or email a full evidence pack when only one page is requested.
Prepare the document and light
Remove staples where safe, flatten pages and use even light without glare. Place the document on a contrasting surface. Scan front and back where there is content and keep pages in the correct order.
Check the image before saving
Zoom into reference numbers, dates and signatures. Make sure no edge is cut off and text is not blurred. Use black-and-white only if colour does not carry information. Combine related pages into one PDF where the recipient accepts it.
Use a naming rule
A name such as “2026-07-06 DWP PIP decision” is searchable and understandable. Avoid “scan0004”. Add a short category folder for benefits, housing, health or bills rather than creating dozens of nested folders.
Secure and back up
Use a device passcode and encrypted cloud or local backup you understand. Review app permissions and automatic photo uploads. Keep irreplaceable originals and note where they are stored.
Share the minimum necessary
Check the recipient’s official secure upload or email route, accepted file size and format. Redact unrelated account details only where appropriate and never alter evidence in a misleading way. Keep proof of submission.
Ask how to submit documents securely
Use before emailing sensitive evidence.
I need to provide [document] for reference [number]. Please confirm the official secure upload or email route, accepted format and size, whether all pages or only specified sections are needed, and how I will receive proof that the document was received.
A practical checklist
- Scan every relevant page with readable edges.
- Name files by date, organisation and subject.
- Protect the phone and backup.
- Use the official secure submission route.
Check the current information
These are the most relevant official or specialist places to confirm live rules, availability and application details.
ncsc.gov.uk
Open official informationico.org.uk
Open official informationgoodthingsfoundation.org
Open official informationChoose one next action
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