How to digitize your paper archives securely?
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Best practices to digitize your paper archives

4 steps to digitize your paper archives

Most companies today have to deal with an overflow of archives and cabinets, full of paper documents. Besides the important space taken which could be used in a more useful way (as a meeting room for example), this generates problems related to the search and consultation of information. Indeed, finding a paper invoice or contract can take up to 30 minutes for an employee.
Let’s see together the essential steps to digitize your paper archives securely and simply!

Podcast: Best practices to digitize your paper archives

1. Settle the key points of the project

The objective is not necessarily to digitize everything at once. First, you may select the priority documents for this digitization project according to your company’s activity.

To do this, you will primo need to bring together all the people involved in the project, by scheduling a meeting to fix together the key points of the project and especially which elements will be precisely targeted. It will also be necessary to think about:

2. Putting the right tools in place: scanning equipment

Today, MFPs and scanners are excellent supports for digitizing documents in bulk in PDF format. However, depending on the audit previously carried out and the volume of documents, it is important to define which equipment is best suited to the project.

You should also read:
Digital archiving: Why go paperless?

Catalogue: Digital Content Service Plaform
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3. Indexing for better retrieval

In a digitization project, it is essential to associate metadata/tags or documents to help classification and subsequent research. It is therefore important to think beforehand about these elements which will allow the identification of the documents to be archived, and which will be used for the construction of a structured tree along with a logical renaming process.

On this particular point, you must be aware that the more precise you want the classification to be, the longer and more tedious the indexing time will be. There are document capture and recognition technologies that can simplify the task:

4. Keep the company’s memory in a secure way

To conclude, today, in 2022, there are various solutions to get rid of these papers and archives problems and thus save space and time while securing access to documents and guaranteeing the confidentiality of your data.

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