Document Scanning Services for Digital Records Management

According to a McKinsey report, employees spend an average of 1.8 hours every day—over 9 hours a week—searching for and gathering information. That’s the equivalent of hiring five employees, but only four actually contribute value; the fifth is busy hunting for answers.

Document digitization addresses this costly inefficiency by providing instant access to information, improving productivity, and streamlining collaboration across all departments and locations. However, there are a number of ways to approach a digitization project, such as backfile scanning, day-forward scanning, and on-demand scanning. Consider the following information as a guide to these services, helping you to decide which is the best option for your project.

Benefits of Document Digitization Services and Digital Storage Solutions

Digitizing your records is more than just an environmental initiative. It’s a business decision with wide-reaching benefits:

• Enable information access anywhere – Digital files can be retrieved securely from any location, whether in the office, across branches, or in the field.
• Increase efficiency – Staff no longer waste time looking for misplaced files or requesting physical copies.
• Save on costs – Reduce expenses tied to printing, storage, and courier services.
• Boost security – Digital documents can be encrypted, access-controlled, and monitored.
• Ensure compliance – Meet regulatory requirements with audit trails and standardized access protocols.

Your Guide to Document Scanning and Digitization Services

If you’re feeling overwhelmed by large volumes of paper documents, limited budget, and a seemingly unlimited number of ways to approach digitization, we’re here to help you choose the best path forward. Generally, document scanning services fall into three main categories:

• Backfile Scanning: Convert large volumes of archived paper records into searchable digital files. Ideal for organizations with years of accumulated documents.
• Day-Forward Scanning: Implement a “scan-as-you-go” strategy for new records moving forward. This reduces future paper buildup and ensures consistent digital availability.
• On-Demand Scanning: Digitize your current paper archives only when needed, allowing you to retain physical storage while avoiding the cost of mass scanning. This hybrid approach balances accessibility with budget control.

With Access as your offsite storage and scanning provider, each of these services can be customized to your operational workflow, ensuring a smooth transition with minimal disruption.

Digital Records Management Software

After all your documents are scanned and digitized, how are you going to ensure staff can access them securely from any location they’re working?

Cloud-based digital records management platforms, like Access Unify™, allow authorized employees to search, retrieve, and share documents regardless of where they’re working. These systems also maintain compliance by enforcing access controls, data encryption, and activity logging.

Start Your Transition to Paperless Today

If your team is overwhelmed by physical files or struggling with outdated paper-based processes, now is the time to start your digital transformation. Access provides secure, compliant scanning and records management services that reduce clutter, lower costs, and increase efficiency.

Ready to streamline your operations and unlock the full potential of your information? Let Access help you build a tailored plan to digitize your records and power your workplace forward. Get in touch with us to get started!