Day-Forward Scanning & Backfile Scanning, What is Right for You?

What Are The Benefits of Backfile Scanning?

Backfile scanning makes it easier for businesses to manage and store their existing records. By converting paper or microform documents into digital files, businesses can reduce the headaches that come with managing large volumes of physical records while gaining better access to the information they need.

Reduced Costs

From a cost perspective, storing your archived files digitally rather than on paper is a no brainier. Instead of paying hefty fees to store your records in an offsite storage facility, you can store them securely as digital files in the cloud at a fraction of the cost.
Backfile scanning doesn’t just reduce storage expenses, it also helps you create a more efficient and productive workforce.
Every minute employees spend looking through filing cabinets, paper piles and rolls of microfilm to find what they need is a minute wasted, and as we all know, time is money. Digitizing your records makes it easy to find and retrieve information, giving your team more time to focus on tasks that matter.
Another hidden cost of paper recordkeeping is wasted space. Real estate is expensive, and dedicating valuable square footage to document storage is, to put it mildly, a missed opportunity. By getting rid of bulky filing cabinets and bankers’ boxes full of documents or cabinets of microfilm, you can reclaim that space for better purposes, whether it’s adding workstations, creating collaborative areas, or simply giving your team a little more room to breathe.

Efficient Access to Records

Backfile scanning is one of the best ways to make your archived records more accessible.
Finding physical documents within a large archive can take up a lot of time, digitized records, on the other hand, can be retrieved with simple text-based searches, allowing employees to find exactly what they need without ever leaving their desks.
Physical records also make it difficult for employees to share information and collaborate. A document can only be in one employee’s hands at any given time and figuring out who has the file you need when you need it can be a major headache. Once your documents have been scanned, multiple team members can access the same file at the same time. This makes it much easier to collaborate, especially records shared across departments or teams.

Reduced Filing Errors

Large physical archives are especially prone to filing errors. Every time an employee retrieves a file, uses it, and refiles it, there’s a chance of mistakes. Misplacing or misfiling a document can make it nearly impossible to locate the next time it’s needed, resulting in lost information and unnecessary headaches. Even with well-intentioned employees, mistakes happen, it’s just human nature.
Backfile scanning eliminates this problem by converting your entire archive into an organized, digital system. Employees can access and use documents without physically moving them, keeping your filing system organized and error-free. This allows your team to focus on their actual job responsibilities instead of worrying about document management, while eliminating the wasted time and frustration of trying to track down misplaced documents.

Improved Security

Data security is another key reason to consider backfile scanning as storing critical information on physical documents or microfilm exposes your business to unnecessary risks. Paper records can be stolen, misplaced, damaged, or destroyed, often with little to no oversight. They’re also vulnerable to unauthorized access. Bad actors can view, copy, or distribute sensitive information without leaving a trace.
Digitizing your records through backfile scanning helps address these risks by allowing you to take advantage of security features that physical documents simply can’t offer.
For example, electronic records allow you to track and audit access, with every file view or edit recorded. This ensures you have complete visibility of who is accessing your data and when.
You can also restrict access to specific departments or employees, reducing the likelihood of sensitive information falling into the wrong hands.
Finally, multiple copies of your digital records can be stored securely in the cloud, creating a reliable backup should things go wrong. If a disaster strikes, whether it’s a fire, flood, or a security breach, you’ll have a protected copy of your data ready to restore.