How to Digitize Paper Records

Before starting digitization, understand what you have:

Document Types to Consider:

• Active files needed for daily operations

• Archived records required for compliance

• Historical documents for reference

• Legal and contract documents

• Financial records and invoices

• HR and personnel files

Assessment Questions:

• How many linear feet or boxes of documents?

• What sizes and formats (letter, legal, oversized)?

• Are documents single or double-sided?

• What condition are the documents in?

• Do they contain photos, staples, or bindings?

This inventory helps estimate time, cost, and equipment needs.

Scanning specifications affect usability and storage:

Resolution Guidelines:

• 200 DPI: Basic text documents

• 300 DPI: Standard business documents (recommended)

• 400+ DPI: Legal documents, documents with fine print

• 600 DPI: Photos, detailed graphics, archival quality

File Format Options:

• PDF: Most common, preserves formatting

• PDF/A: Archival standard, long-term preservation

• TIFF: High quality, larger files, legal preferred

• JPEG: Photos, smaller files, some quality loss

Additional Features:

• OCR (Optical Character Recognition) for searchable text

• Color vs. black and white scanning

• Automatic document feeder (ADF) vs. flatbed

• Barcode recognition for automatic indexing

Proper preparation ensures quality scans and protects originals:

Document Preparation Steps:

• Remove staples, paper clips, and bindings

• Unfold corners and smooth creases

• Repair torn pages with archival tape

• Separate sticky notes (scan separately if needed)

• Sort by size if using automatic feeder

Organization Strategies:

• Group by department, client, or project

• Maintain original file order when important

• Create consistent naming conventions

• Plan folder structure before scanning

Quality Checkpoints:

• Identify fragile or damaged documents for flatbed

• Flag documents with photos or color requirements

• Note double-sided documents

• Mark documents requiring higher resolution

Select the right approach based on volume and resources:

In-House Scanning:

• Best for ongoing, smaller volumes

• Maintains document custody

• Requires equipment investment

• Staff training needed

Professional Scanning Service:

• Handles large volumes efficiently

• Industrial-grade equipment

• Trained operators ensure quality

• Chain of custody documentation

• Often more cost-effective for big projects

Hybrid Approach:

• Outsource backfile conversion

• Handle day-forward scanning in-house

• Best of both worlds for many organizations

Consider security requirements—some documents may need on-site scanning.

Effective indexing makes documents findable:

Indexing Methods:

• Manual data entry (most accurate, labor intensive)

• OCR with full-text search

• Barcode/QR code automation

• Zone OCR for structured forms

Common Index Fields:

• Document type

• Date (created, received, scanned)

• Client/customer name or ID

• Case or project number

• Department

• Keywords or tags

Folder Structure Best Practices:

• Mirror existing organizational structure

• Use consistent naming conventions

• Limit folder depth (3-4 levels recommended)

• Include date in file names (YYYY-MM-DD format)

Verify quality and implement secure storage:

Quality Control Checks:

• Review sample scans for clarity and completeness

• Verify all pages were captured

• Check OCR accuracy on searchable PDFs

• Confirm index data is correct

• Test file opens properly

Storage Options:

• On-premises servers (full control)

• Cloud storage (accessibility, backup)

• Document management system (DMS)

• Hybrid cloud/local storage

Backup and Security:

• Implement 3-2-1 backup rule

• Encrypt sensitive documents

• Set access permissions by role

• Maintain audit trails

Original Document Disposition:

• Verify retention requirements before destroying

• Some originals must be retained (wet signatures)

• Consider secure off-site storage as interim step