Behind the Scenes: Paper Documents to Digital Files


Becoming successful and building a company reputation can be challenging. Gaining the trust of patrons is the most effective way to ensure that a business is viewed in a professional manner. When handling sensitive information and data becomes an overwhelming task more innovative solutions are put into place. The advantages of transferring paper documents to digital files are clear; however, the process may be somewhat of a mystery to some. Here is what the general development is like.

Planning Your File Structure

Every business is unique. It’s important to plan out the right filing structure for each individual business. Considering the following questions aid in the structure planning process:

  • How old are the documents?

  • Are there legal reasons the physical document must be saved?

  • How often will this document need to be accessed?

  • Is the document a duplicate?

Processing Documents

Once a solid indexing plan has been decided upon the business’s papers will be converted to digital files. Scanning documents and transforming them into PDF files is a popular choice because documents which are already digitized can be easily converted to match the scanned documents. Other formatting options include ECM and USB drives. Disposal of physical documents follows a strict protocol. Many companies’ opt to have their documents shredded after they have been scanned into the database. Shredding is implemented for the security of precious data. From then on, inbound documents are dated, scanned, and filed upon delivery.

Security and Backup

Storage options will depend on what information is to be handled and how or if the information is going to be shared. Saving your organizations files digitally can be through a variety of methods:

  • Flash drive

  • External hard drive

  • Online cloud storage

Opting for an intelligent information management system is an excellent filing decision for businesses of all sizes. The use of these systems provides optimal security and networking capabilities. Using an information management system provides businesses with an efficient and productive way to navigate their content.

Delegating the task to implement an eco-friendly, “no paper” office is an important decision, but it also involves a decent amount of time. Choosing the right people for the endeavor will save future stressors and give the company a competitive advantage.