Information is one of your company’s most valuable assets. Yet for many organizations, a large portion of that information still exists on paper: taking up valuable space in filing cabinets, boxes, or offsite storage; slowing down access to critical information; and exposing businesses to risks that can easily be avoided. Archival (or backfile) scanning transforms your paper records into secure, searchable digital files, unlocking long-term value while reducing risk and cost.
Here’s how backfile scanning can help your organization cut costs, boost productivity, and stay ahead:
Every organization builds up valuable knowledge over the years – policies, contracts, project documentation, research data, design blueprints, and correspondence – that capture how business decisions were made. Archival scanning helps protect this institutional memory, keeping it accessible even as employees retire, departments change, or physical files degrade.
By digitizing these records, businesses can safeguard critical records permanently. Scanned documents can be stored securely in the cloud or on internal servers, ensuring that valuable knowledge is never lost.
Locating a file in a storage cabinet or an offsite warehouse can take hours – even days. With digital archives, retrieval takes just seconds. A properly indexed and searchable document management system allows staff to access historical data anytime, from anywhere.
This instant access not only improves day-to-day productivity but also supports data-driven decision-making. When legacy records are just a click away, teams can research past projects, validate historical data, and respond to requests faster and more accurately.
Many industries – such as finance, healthcare, and legal – are subject to strict recordkeeping regulations. Maintaining accurate, accessible records for the required retention period is essential for compliance and audits.
Archival scanning service providers, like Avalon, can create digital versions of records that can be securely stored, encrypted, and backed up, providing a verifiable chain of custody. Additionally, scanned archives can be tagged and categorized according to retention schedules, ensuring records are destroyed or retained in line with legal obligations.
Physical storage costs add up quickly. Offsite storage fees, transportation costs, and internal filing space can represent a significant and ongoing expense. Digitizing archives helps businesses reclaim valuable office space and reduce long-term costs. Once records are scanned, indexed, and verified, paper files can often be securely shredded, eliminating the need for costly storage facilities.
Paper production, printing, and physical storage all have environmental costs: Scanning legacy files eliminates the need for physical copies, as documents can be shared electronically. It also helps reduce the ongoing energy demands required by storage facilities and the emissions associated with document retrieval and delivery.
Archival scanning is a practical, measurable step toward sustainability – one that aligns with broader environmental, social, and governance (ESG) initiatives and demonstrates a commitment to responsible business practices. For example, once scanned, paper can be shredded and recycled. Over time, those reductions add up to a meaningful environmental impact, aligning business performance with ecological responsibility.
Archival scanning is more than just a document conversion project – it’s a gateway to full digital transformation. Once archives are digitized, they can be integrated with advanced technologies such as AI-driven document search, workflow automation, and eDiscovery tools. By making historical records part of a searchable, connected data ecosystem, businesses can turn static paper files into actionable intelligence that drives efficiency and innovation.
Backfile scanning isn’t just about converting paper into pixels – it’s about unlocking the full value of your organization’s information. From cost savings and sustainability to stronger security and smarter decision-making, digitizing your archives delivers measurable business benefits that grow over time.
To partner with an experienced scanning and information management provider, contact Avalon today. We ensure the process is seamless, from secure transportation and scanning to indexing and digital storage to shredding and recycling. Now’s the time to turn your paper records into a strategic digital asset and future-proof your organization for the next generation of business.