---
title: "How to Digitize Paper Records | Scanning Guide"
description: "Learn how to convert paper documents to digital files. Step-by-step guide covering scanning methods, OCR, indexing, and secure storage best practices."
lang: en
json-ld:
---

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Management Guide 

# How to Digitize Paper Records

Transform your paper files into searchable digital documents. Learn scanning best practices, indexing strategies, and secure storage solutions.

12 min read 

Best practices 

Secure methods 

## Step-by-Step Guide

Follow these steps for a successful document digitization project.

1

### Assess Your Document Inventory

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• Historical documents for reference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.

2

### Define Quality and Format Requirements

Scanning specifications affect usability and storage:

Resolution Guidelines:

• 200 DPI: Basic text documents

• 300 DPI: Standard business documents (recommended)

• 400+ DPI: 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

3

### Prepare Documents for Scanning

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

4

### Choose Scanning Method

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.

5

### Index and Organize Digital Files

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)

6

### Quality Control and Storage

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

## Frequently Asked Questions

### How long does document scanning take?

Processing speed depends on document condition, preparation needs, and resolution. Professional services typically scan 2,000-10,000 pages per day per operator. A standard banker's box holds about 2,500 pages. Large backfile projects may take weeks or months.

### What's the cost of document scanning?

Professional scanning typically costs $0.05-$0.15 per page for standard documents. Costs increase for larger sizes, color scanning, high resolution, and extensive indexing. Preparation and indexing often cost more than the scanning itself.

### Can I destroy originals after scanning?

It depends on regulatory requirements and document type. Some industries must retain originals for specified periods. Certain documents with wet signatures or notarization may need to be kept. Consult your legal counsel and review retention schedules before destroying originals.

### What equipment do I need for in-house scanning?

For occasional scanning, a quality flatbed scanner or multifunction printer works. For volume scanning, consider a dedicated document scanner with automatic document feeder (ADF) handling 50+ pages per minute. Large format scanners are needed for oversized documents.

## Need Professional Scanning Services?

Our document scanning team handles projects of any size with fast turnaround and secure chain of custody.

[Document Scanning Services](/services/document-scanning)[Call 833-725-5800](tel:833-725-5800)

**Disclaimer:** This guide is for informational purposes only. Document retention requirements vary by industry and jurisdiction. Consult legal counsel before destroying original documents.

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