Your historical documents contain a wealth of critical information, but as long as they sit in dusty boxes and filing cabinets, they are a liability, not an asset. Our professional Onsite Back Scanning service transforms your legacy paper archives into secure, accessible, and valuable digital data.
The Hidden Burden of Paper Archives
Every organization has a paper trail. Filing cabinets consume expensive office space, while offsite storage boxes accumulate monthly fees. When a specific file is needed for an audit, legal request, or operational query, the slow, manual search begins, wasting your team’s valuable time.
This sleeping giant of paper is more than just an inconvenience; it represents inaccessible knowledge and significant operational risk.
The Real Risks of Physical Documents
Relying on a physical archive exposes your business to unnecessary dangers and costs that are often overlooked until it’s too late.
- Risk of Permanent Loss: Physical documents are vulnerable. Fire, water damage, pests, or simple misfiling can lead to the permanent loss of irreplaceable records, from contracts to client files.
- High and Recurring Costs: You pay for physical storage in multiple ways—through monthly fees for offsite facilities, the cost of prime office real estate for filing rooms, and your employees’ salaried time spent searching for files.
- Compliance and Audit Nightmares: Responding to a regulatory or legal request can be a stressful, weeks-long scramble. A physical archive makes demonstrating a clear audit trail incredibly difficult.
We Bring the Solution to You
We eliminate the security risks and logistical headaches of moving your sensitive documents. Our complete Back Scanning service is performed onsite at your facility.
Our team of highly skilled specialists arrives at your location with top-of-the-line, high-speed scanners and intelligent data capture software. We manage the entire project from start to finish, digitizing your legacy files efficiently and securely with minimal disruption to your daily operations.
Our Secure Onsite Process
We follow a proven, meticulous process to ensure a successful project.
- Consultation and Planning: We start by working with you to understand the scope and nature of your archive, defining clear project goals.
- Document Preparation: Our team carefully prepares your files for scanning, removing staples, clips, and bindings to ensure a clean, high-quality capture.
- High-Speed Scanning: We use state-of-the-art scanners to create high-resolution digital images of your documents quickly and accurately.
- Intelligent Data Extraction: We use our advanced software to automatically extract key data fields you define—such as names, dates, or reference numbers—to make every document fully searchable.
- Secure Export and Delivery: We deliver the organized digital files and extracted data in your desired format, ready for seamless import into your chosen archival or document management system.
The Value of a Digital Archive
Digitizing your past records delivers immediate and long-term benefits.
- Reclaim Valuable Space: Free up expensive office real estate by eliminating bulky filing cabinets and storage rooms.
- Gain Instant Access to Information: Empower your team to find any document they need in seconds with a simple keyword search.
- Strengthen Security and Compliance: Protect your critical records from physical loss and create a secure, auditable digital trail.
- Unlock Historical Insights: Transform your static archive into a searchable database that can be used for analysis and better decision-making.
Digitize Your Past to Secure Your Future
Don’t let your paper archive remain a costly, inaccessible burden. Let us help you convert it into a secure and valuable digital asset.