It’s no secret that documents are vital for a business’s day-to-day operations. However, hard copy documents may not be your best option. Relying on paper opens your business up to several potential problems such as:

  • Misprinted or smeared contracts that can put you in a sticky legal situation
  • Critical client data getting damaged by mold, water or fire
  • A paper file vanishes, and it’s anyone’s guess if it was stolen or just dropped into the wrong cabinet
  • The need to allocate ever-growing amounts of office space to an expanding file room
  • Dilemmas on which hard copy documents can be disposed of versus kept indefinitely
  • Struggling to read faded handwriting on an operations manual from ten years ago

One solution is to go digital. However, this is one of those fixes that are not necessarily simple or easy to implement. Busy offices may have hundreds of pieces of paper passing between various hands every day. Multiply that by however many years your company has been operating with hard copy documents and going digital suddenly becomes an intimidating task.

However, it doesn’t have to be. Even the biggest file room can be converted into data on a hard drive if you have the right plan in place. Backfile scanning services can get you from point A to point B. They remove the paper anchor from your company, launching it into the digital file landscape of the modern business world.

What Is Backfile Scanning?

Backfile scanning, sometimes known as backfile conversion, is the process of replacing paper files with digital copies. It involves using high-speed scanning methods to convert documents into images. These digital files can then be organized in a database, backed up in the cloud, accessed remotely anywhere with an internet connection, and much more.

The conversion speed and volume of documents are what sets backfile scanning apart from simply aiming an intern at your office’s desktop scanner. It’s a process that prioritizes both efficiency and accuracy. Both legacy documents and papers currently in use can be converted through scanning.

Are only regular printed pages converted? No. Backfile scanning can make digital copies of a variety of materials and sizes, from business cards to maps. These digital files may also be saved in various formats.

What Is The Backfile Scanning Process?

Backfile scanning is a multi-step process that prioritizes efficiency and data security. The details vary depending on the job. If you’re using a third-party backfile scanning service, it will probably include these seven stages:

  1. Determine the Project’s Scope.This can include analyzing your existing documents, estimating the size of your file room, and determining the conversion timeline and budget.
  2. Assemble the Documents.Your employees will pull out and pack up the documents that need to be converted.
  3. Transport Documents to a Secure Facility.Once you’re ready, the backfile scanning service will send secure trucks to transport those paper files to their conversion facility.
  4. Prepare the Paper Documents.The documents may be prepared in various ways, such as by removing staples, putting loose pages in numerical order, classifying the document type or various features, etc.
  5. Scanning the Documents and Outputting Images.The printed goods are scanned into the appropriate file format in this step.
  6. Indexing the Archive of Images.These electronic files are then indexed, which may include manually keying in information about each document or using artificial intelligence to extract data and create metadata.
  7. File Return.The e-documents are now returned to your business, sometimes in person and sometimes through upload. If you want your old paper copies back, they will be transported to you.

Top Benefits of Digitizing Your Files

Digitizing your files benefits your company in six major areas. You will:

Regain Space
Switching to digital files frees up the room currently occupied by an ever-growing collection of boxes and filing cabinets. This extra space lets you invest in more equipment, offer desks to all staff, and otherwise extend your stay in a building your business is starting to outgrow.

Save Money
You won’t have to pay to keep items in storage. If you’ve been using climate-controlled storage, this can result in significant monthly savings. As your office transitions to digital documents, you’ll also save money on paper, toner, and other print-related expenses.

Improve Access
Thanks to an indexed database, you’ll be able to find what you need with a few keystrokes. That information can also be accessed remotely with the right network setup.

Increase Security
With paper files, you’re one fire away from potentially losing everything. These documents are also vulnerable to getting misplaced or stolen. Digital files are easily backed up in the cloud and remotely. You can also control your company’s data through encryption, tiered access permissions, and other tools.

Gain Up-to-Date Information
Digital files are much easier to keep track of than their paper ancestors. On a moment-to-moment basis, you can tell who is accessing which file. This is a significant improvement over paper versions, which can get lost on someone’s desk and trigger an office-wide scavenger hunt.

Streamline Scanning Processes
A backfile scanning service will pick up your hard copy documents, handle the conversion, and deliver the new electronic copies. You won’t have to dedicate your own employees to the task.

Go Digital for Smart Document Management

Backfile scanning can increase your business’s efficiency and productivity. Instead of the working day moving at the speed of paper, it moves at the speed of your computers. Your files can be easily backed up in multiple locations, accessed remotely, edited and reverted as needed, and more. The multi-step backfile scanning process ensures that no valuable information is left behind.

This conversion can be a big job, especially for larger Philadelphia, eastern Pennsylvania, New Jersey, or Delaware businesses and those that have been open for a long time. That’s why it’s helpful to work with an experienced third-party service when you’re going digital. Contact IMR Digital, a KDI Office Technology company today if you’d like to learn more about backfile scanning. We’ll be glad to help you.