Backfile scanning in Canada is a practice growing in popularity with forward-thinking business owners who want to increase operational efficiency, increase productivity, and boost profits through significant cost savings.
Companies that recognize this trend and get on board early gain faster access to the cost-effective benefits that these document scanning services deliver.
In this month’s blog, we uncover bulk document scanning to give you a clear understanding of how it can benefit your business.
What is Backfile Scanning?
Backfile scanning refers to the process of converting archived paper documents and hardcopy records into digital files for secure, cloud-based storage and access.
This historical file digitization differs from day-forward scanning, which involves digitizing new documents on a daily basis. In many cases, companies carry out both paper archive digitization and day-forward scanning as part of their overall document management system.
Legacy document scanning is necessary for many businesses, especially those with a considerable amount of paper documents on hand – or stored in a warehouse or off-site facilities, as it provides a more efficient, cost-effective means of storing and accessing older information.
Archive scanning also supports business growth, as it can potentially eliminate the need for additional storage space as more documents are added to the files. Furthermore, it helps ensure that all data remains compliant by consolidating all documentation into one central online repository that’s only accessible by authorized personnel.
Who Needs Legacy Document and Backfile Scanning Services in Canada?
Although any forward-focused business can benefit from backfile scanning, organizations that typically have paper-heavy legacy systems should seize upon the opportunity to digitize their historical documents, such as those in the legal, healthcare, government, financial, industrial, and education sectors.
Companies that are subject to audits, have document retention timelines, are undergoing disaster recovery planning, or are running out of physical storage space are also great candidates for legacy document scanning.
Why Canadian Organizations Choose Archive Scanning to Tackle Document Backlogs
Here are just a few of the profit-boosting benefits that scanning physical archives delivers:
Optimizes operational efficiency
By accessing archived documents online, your teams spend less time searching through the archives for paper documents and more time on value-added tasks that increase profits
Eliminates physical file storage
Converting paper archives to digital frees up physical storage space, whether in the office or an external location, reducing costs
Enhances accessibility and continuity
Digitized documents are easily accessible online from virtually any remote location, enhancing document management and collaboration while improving security
Reduces audit and compliance risks (e.g., PIPEDA, LSO)
Digital documents are more easily tracked and accessed, optimizing compliance with PIPEDA, LSO, and other guidelines and reducing the risk of an audit
Supports bilingual or multi-site organizations
Legacy document scanning is independent of language and allows authorized personnel from all locations to easily access documents online
Increases staff productivity
Scanning stored paper files also fuels modern digital workflows by enabling hybrid work and secure remote access, integrating seamlessly with AP automation, AR automation, and cloud-based collaboration tools, and reducing the time employees spend searching for old paper documents, and allowing them to focus on more value-added tasks
Start Your Backfile Scanning Project with a Canadian Provider You Can Trust
Legacy document scanning is a highly effective way to optimize your archive document storage system. However, digitizing historical records can also be an overwhelming process for businesses to tackle on their own due to the lack of the required logistical experience or technology to conduct the operation successfully. Additionally, physical-to-digital record transformation can disrupt normal day-to-day operations if handled internally.
A more productive approach is to retain business solutions experts such as Ash Conversions. We have over 40 years of experience assisting growth-focused companies with file conversion services that streamline their processes, improve data accuracy, and build profits with tech-based systems designed specifically for their needs.
Our document imaging solutions feature Optical Character Recognition (OCR) technology that provides error-free data extraction from paper. Combine backfile scanned records conversion with a day-forward records conversion solution for a robust business optimization solution that will transform your document management process into a lean, efficient system that builds your bottom line.
We also provide secure, regular document pickup and chain of custody, managed by staff who have undergone pre-employment screening as well as training in security awareness and the proper handling of sensitive materials.
It only takes one phone call to start enjoying sustainable profitability with a cost-effective solution from Ash Conversions. Get in touch with our experts today!
Book your free backfile scanning demonstration from Ash Conversions today!
For more information on how your company can benefit from a customized document scanning solution from Ash Conversions, schedule a free demo by calling us at 1-800-719-9621 or by clicking the button below.
