Thought Leadership

Infographic: 7 Steps to Backfile Conversion and Document Scanning that can be saving you time and money

Are you buried under mountains of paper documents that need to be converted to your electronic document management system? DATAMARK’s document imaging experts can offer custom solutions to securely scan and protect your documents. By outsourcing this sort of project to DATAMARK, you can focus on your core business and leave the back-office work to us. We will work with you to develop the best solution that fits your needs. You will even be able to track the progress of your documents online, so you will never be out of the loop on your project. As well, we have climate-controlled facilities that are monitored 24/7 to ensure that your information is completely secure. You can also expect speedy turnaround times to keep your costs low and high-quality image output.

But that’s not all. We will also upload your documents to your business system in electronic format and even create an image library for you using archival-grade DVD media for your convenience. Need to have any of your documents scheduled to be destroyed? We will dispose of them for you in a secure and environmentally friendly manner. Outsourcing this kind of document conversion service will keep your start-up costs low, help you maintain your EDM requirements, and avoid human resource headaches since we handle the hiring, training, and monitoring of employees for your project. It also frees up your facility so you can maintain an open space for things more pertinent to your business.

DATAMARK has been helping Fortune 500 companies with time-consuming back-office work for 30 years and we would relish the opportunity to relieve you from the stress of managing your valuable data so you can spotlight your income-producing core business.

The 7 Steps to a Successful Backfile Conversion Process

  1. Project scope
  2. Prepare and transport
  3. Secure facility
  4. Document preparation
  5. Document scanning and indexing
  6. Image output
  7. Secure storage

Let’s review the reasons to Outsource Scanning & Convert Paper Records Into Digital files

  1. Reduce storage costs and save space – Paper files and large volumes of all types of documents can take up space and become costly. 
  2. Value  – Outsourcing document scanning and imaging helps employees focus on the more important tasks in the company,  increasing value for customers.
  3. Time – Trying to find older legacy documents can be a daunting task that can take hours; converting to electronic files can help you find documents quickly.
  4. Quality –  Powerful imaging and scanning tools can produce high-quality data compared to paper records.

When a customer calls, which scenario best describes your way of doing business?

A. You pull up the customer’s file on your computer with a search query and touch of a button; or

B. You call the document storage warehouse. The warehouse worker walks or rides a bike to the right aisle and shelf to locate the document box. They pull the file and bring it back to their desk. You ask the worker to look through the file for a particular document, or maybe send it over by courier. Either way, the customer will likely have to wait for a callback.

If scenario B seems painfully familiar, you’re probably ready to implement an electronic document management system and turn all those paper files into quickly accessible, searchable digital images.

That’s going to require a major backfile scanning project, of course. In many cases, it may make sense to turn backfile scanning over to a specialist so you can stay focused on your core business.

To learn more about the basic steps involved in off-site backfile scanning and the benefits of working with a service provider, check out our infographic below:

Infographic of document scanning and backfile conversion 7 steps to success
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