Prepare the cards
Remove cards from plastic sleeves and flatten bent corners. Separate cards with handwritten notes so you can preserve that information deliberately. If you are processing a large stack, work in small batches that you can verify before moving on.
Take a scan-friendly photo
- Use soft, even light.
- Place the card on a surface with contrasting color.
- Keep the phone parallel to the card.
- Include all four edges without leaving excessive empty space.
- Check for glare, blur, and shadows before continuing.
Verify the fields that matter most
Prioritize names, phone numbers, and email addresses because a single incorrect character can prevent contact. Then check the company and role. Recognition should accelerate the process, while review protects the quality of the result.
Add information the card cannot provide
Record where you met, the subject of the conversation, and any promised next step. Keep the note brief enough that you will continue the habit. One concrete sentence is usually better than a perfect summary you never write.
Decide what to do with the paper
Once the image and details are verified, you can recycle ordinary cards if your policies allow it. Keep originals that contain meaningful handwriting, legal significance, or personal value. For company records, follow your organization’s data handling and retention rules.
