How to Use QR Code File Document Management

If you’re having a hard time with your file management, it’s time to get a tool that can help you organize your documents: a QR code file document management tool.

One of the biggest issues in file management is the hassle of managing large file numbers and sizes that have accumulated over the years.

Fortunately, QR code technology lets you manage your files more efficiently, improving the accuracy and traceability of your documents.

Learn how you can create QR codes using Free QR Code Generator in this article. 

Different ways to use QR codes to manage your files and documents

Address the common issues with file and document management by using QR codes innovatively. Here are different ways you can use QR codes for files and documents:

Provide easy file sharing access within the team

Say you’re working with your team on the same document. You can use a QR code as an easy-access tool to share this file with others. Your teammates no longer have to search or personally ask you for the details.

To enable even easier access, you can place a document QR code on your company bulletin board. Scanning the code provides direct access for users, streamlining file access and permissions and preventing miscommunication.

Serve as a backup file with password-protect feature

Files are prone to corruption or damage, especially if your gadget is an older version that isn’t up-to-date to fight against malware attacks. 

As a rule of thumb, always have backup copies of the files with a QR code with password. They have a password-protect feature, meaning scanners can only access the data after inputting the correct password.

By doing this, you can be sure your files and their backup copies are safe. Plus, you save heaps in costs as you don’t have to update your device every time just to secure your files.

Streamline file-sharing via a document QR code

Instead of sending online links or doing manual transfers through Bluetooth or file transfers, you can facilitate easy document file-sharing using QR codes.

Using Word document QR code, you and others don’t need to download any file-sharing app anymore! All you need is to open your smartphone camera, point it toward the QR code, and get access to the file already.

This method works perfectly in fostering team collaboration and communication, as every team member can access and contribute to the document.

Improve file organization and documentation

Admit it—organizing file folders and naming documents can be quite challenging, especially if there are a lot of items that you need to work on. One mistake and you may end up restarting your work from scratch.

With a QR code management software, you can create QR codes in bulk and designate each one to a folder. This software offers a dashboard where these codes and files can be managed—kind of like a master key.

After designating a QR code for each folder, you can place a code in key areas within the office vicinity, where each code can be useful. People of interest can scan them whenever the documents are needed

Control file versions and updates

Some files need their content updated regularly, while old content can remain relevant for future uses.

With a QR code file document management tool, you get to save the old files in a QR code and look back at them anytime you want. It improves the traceability and reliability of your team’s file management.

At the same time, you can update important files with a QR code for personal and professional development, enhancing the overall working processes of the organization's members.

How to make a QR code using Free QR Code Generator

Convinced that a QR code can help you better manage and organize your files and documents? The great news is that you can create a QR code for FREE! No need to sign up or enter your credit card details to get started.

To make a QR code, just follow these simple steps:

1. Go to Free QR Code Generator online.

2. Choose the QR code file solution.

3. Attach the file that you want to share.

4. Select between a static and a dynamic QR code, then generate the code

5. Customize your QR code design. Choose colors and frames, add your logo, and write a call to action.

6. Conduct a QR code test to check if it is working.

7. Download in either PNG or SVG, print, and share your QR code. 

Top Recommendation: SVG files generate higher quality codes perfect for print.

How to scan a QR code file document management?

There are two ways to scan QR codes for your files—using your smartphone’s camera or a third-party scanner.

If you’re using a device running on at least Android 8 or at least iOS 11, you can simply use the built-in scanners accessible through your camera. Hover your camera over the QR code to trigger the scanning function immediately.

If you can’t scan these codes because you have an older device, you can use a third-party scanner. Simply download the app from your app store.

Keep in mind that it’s important to use a trustworthy QR code scanner; otherwise,  it might endanger your data privacy. Always check the trustworthiness of the reviews before downloading the app.

What can you store in a file QR code?

Now that you know how QR codes can help you manage and organize your files, what exactly can you store in a QR code? Check out this list to know more.

Add graphics and images

Make more compelling presentations by adding images or graphics through a QR code for Google Slides. In business proposals, for instance, you can include colorful graphs to relay the information better.

Instead of outwardly displaying the picture, a QR code file document management tool can store images and graphics. This can help you preserve the file’s confidentiality or build an atmosphere of curiosity for your presentation.

Integrate audio resource

Aside from images and graphics, these pixelated squares also let you add audio clips to your files. Having audio elements can make your presentations more interactive and engaging, which is particularly helpful for visually impaired people.

Examples of audio files you can include are audio aids, such as musical files for education or recordings from an interview. You can insert QR codes for actual audio files to expand the context of your material; no need to transcribe it into text.

Include video files

Videos can also be supplemented into files, but the problem arises with large file sizes. Because of their sheer size, loading these video files can take a long time, affecting the overall experience in your presentation.

To avoid such problems, use QR codes for videos. Free QR Code Generator allows you to embed videos in a smaller footprint, so you no longer have to display the actual video. 

Scanning this QR code reveals the video through a Youtube URL or a video format that can be downloaded onto scanners’ devices.

Provide links resources

Aside from images, videos, and audio, you can also use a QR code in Excel to add links. Links are a great way to boost engagement among your audience.

Displaying the actual link text may feel cluttered or look really spammy, especially when there are too many characters. However, by using a QR code file tool, you can hide these links while still serving the same purpose.

For example, you can add a business card vCard QR code in your resumes to make it easier for recruiters to access your contact details instead of placing the URL of your professional social networking profiles.

Link to another file

A file inside a file? By leading a QR code to PDF, that’s possible! If you need to link another file in your presentation, just use a file QR code. 

No need to instruct people to visit or download a certain file. You can provide these files, such as Word documents, spreadsheets, forms, and presentations, directly upon scanning these two-dimensional barcodes.

Make file management easy and convenient with QR codes

Manual file management can be very taxing. It’s high time that you tap on some tech assistance and use a QR code.

With just one scan, you can lead people to your files, eliminating the need for lengthy and confusing instructions just to access the documents.

The best part is that QR codes are free and easy to create! You don’t have to worry about making one, even if you’re not into tech things—it’s plug and play.

Go to Free QR Code Generator, the best QR code generator for Word documents, Excel, PDF, and more. Check out its wide array of QR code solutions that fit your needs. 

Frequently Asked Questions

Can a QR code store documents?

Yes. The QR code for file solution lets you store a document into a QR code. It can hold PDF, Excel, and Word documents of your choice.

However, this solution may have limitations, depending on your subscription plan for a QR code generator. The higher the subscription, the bigger the file size you can add.

What is the purpose of a QR code on documents?

Aside from being a QR code file management tool, there are many reasons to put QR codes on a document. These versatile tools can hold links, videos, audios, or files. Using this can give your content a unique element. 

Since you can customize QR codes, they also add a visual element to your presentation. Overall, creating a QR code for document helps create engaging and interactive content that catches the attention of your target audience.

How does a QR code work for documents?

A QR code can store a lot of data, including document files. You simply have to embed the document in the QR code. Even a static QR code will do if you simply want to share access to the file,

Once scanned, a QR code file document management reveals a document file that you can download and save in your device’s local storage.