Many businesses store important data on a digital system – and it’s easy to see why. Going paperless and transferring all physical documents to an electronic system keeps them secure and easily retrievable. Even though this process may sound complicated, management, storage, and ease of access are all major benefits once delivered. But how does it all work? In this article, you’ll learn all about backfile scanning and how it can help your business.
What Is Backfile Scanning?
Backfile scanning refers to the process of converting official physical documents such as paper records into a digital format. This allows for easier storage, information retrieval, and a more efficient workflow. In contrast to records already created digitally, a “backfile” refers to a physical record that needs to be converted into a digital format.
The whole process doesn’t stop at the conversion of documents, but also creates an electronic system for security. All of which goes hand in hand with document management systems (DMS). Frequently, the image-captured documents will be stored on a software system that your business can access.
As you can imagine, backfile scanning can be a large and time-consuming operation. However, for many organizations, it’s increasingly necessary and may include scanning physical documents from archives that go back several decades. The company performing the process will use specialized equipment for large-scale scanning procedures. After capturing the physical records, they convert the images into searchable digital files.
Backfile scanning is especially useful for law firms, government agencies, financial institutions, and medical practices. It is also an important step for mergers and acquisitions, helping organizations consolidate records from multiple searches into an integrated database.
How Does Backfile Scanning Work?
A backfile project can be complex, but it’s essential for many businesses seeking the efficiency and security of going paperless. There are multiple steps involved in the process:
- Documents for backfile scanning have to be properly prepared and organized. This means that they can’t have any staples, tape, or small notes on them. Also, they must be classified so that retrieving them on a digital system will be easy and efficient.
- The documents are then processed, with scanners capturing each one as an image. The task may appear simple, but only specialized scanners can handle a larger number of documents. These scanners tend to be expensive, which is why other companies offer this service to your business.
- Once the images are created, they have to be converted into searchable digital files using the software. After the documents are in digital format, they can be stored and accessed electronically, allowing for easier and more efficient record-keeping and document management.
- Many companies will choose to use the documents on a DMS with other documents as they’re created moving forward.
What Are the Benefits?
Backfilling comes with a wide range of benefits, all of which are closely connected to your business workflow and creating a digital system built for maximum productivity.
Cost-Effective
Backfile scanning can help organizations save money by reducing the need for physical storage space. This almost completely eliminates the risk of document loss or damage and the need for manual labor to sort and organize documents.
Improved Efficiency
With backfile scanning, documents can be easily accessed and searched for electronically, without the need to physically search through paper files. This can help to streamline business processes and save time.
Enhanced Security
Backfile scanning can help protect confidential information and reduce the risk of data breaches. Digital files can be encrypted and password protected, making them more secure than paper documents.
Space-Saving
Digitized files take up much less physical space than paper files, which can be particularly useful for businesses with limited office space.
Disaster Recovery
Backfile scanning can help to protect important documents in the event of a natural disaster or other emergencies. Digital files can be stored off-site and accessed remotely, ensuring that important information is always available.
Preservation
Important historical or archival documents can be preserved. Digital files can be easily shared and accessed, making it easier for researchers and scholars to study and analyze them.
Environmentally Friendly
Backfile scanning can help to reduce the amount of paper waste generated by businesses and organizations. This can be beneficial for the environment and can also help businesses to meet sustainability goals.
Compliance
The process aids businesses in complying with legal and regulatory requirements for record keeping. Digitized files can be easily accessed and searched, making it easier to provide necessary documentation in the event of an audit or legal proceeding.
Improved Customer Service
With digitized files, businesses can quickly and easily access customer information, allowing them to provide faster and more efficient service.
Improved Collaboration
Digital files can be shared among team members in a quick and straightforward manner, even if they are located in different locations. This can improve collaboration and teamwork within an organization.
When Should I Use It for My Business?
Backfile scanning is suitable for any business that wants to go paperless or requires a more digital approach to doing business. Your organization can also turn to back file scanning if your location is prone to disasters or other emergencies. Back scanning helps you store sensitive documents remotely so that they’re safe and sound.
It’s also a great choice for businesses that are under certain space limitations. A small office can be reason enough to adopt back-scanning solutions. Renting storage space is a solution that may cost too much money for many businesses.
The Best Document Conversion Solution
Document conversion is a serious process that can improve your business in more ways than one. IMR Digital, acquired by KDI, is an excellent provider of document scanning, imaging, and indexing services for businesses in the Philadelphia, eastern Pennsylvania, New Jersey, and Delaware areas.
This process combines high-quality solutions with selection and affordability. It’s a great solution for businesses big and small that need customized document conversion with personalized, customer-first care and support. Contact IMR Digital and do away with the costly inconveniences of expensive and clunky scanning equipment.