As businesses continue to rely more heavily on information, paper processes and manual filing systems can create serious issues.
The ability to access information quickly plays an important role in running an efficient business, and customers have come to expect fast responses and easy access to information.
Many businesses have already taken steps to reduce their reliance on paper, but for some processes, eliminating it entirely is not always realistic.
When paper records remain part of the process, keeping records organized and accessible can be difficult.
Fortunately, improving the way records are managed is often more achievable than many businesses realize. Bulk scanning services make it easy to convert large volumes of paper and microfilm records into searchable digital files, making the transition to electronic recordkeeping much more manageable.
Reducing reliance on paper records improves access to information, lowers storage costs, and frees up employee time that would otherwise be spent managing physical files.
For businesses looking to improve efficiency and create a more organized way of managing information, bulk scanning can make a meaningful difference. Read on to learn how bulk scanning services can help create a more accessible and efficient records system.
What is Bulk Scanning?
Bulk scanning is the process of converting large volumes of paper records into searchable digital files.
The process is typically performed at a professional scanning facility using high volume scanning equipment and experienced staff who can prepare, scan, and review large collections of records efficiently and accurately.
Once documents have been scanned, identifying information such as names, dates, account numbers, or record IDs can be captured via OCR software or manual indexing. This makes it possible to search for and retrieve specific records in seconds rather than manually sorting through files.
Bulk scanning is commonly used by businesses and agencies that manage large amounts of paper records, including healthcare providers, courts, HR departments, schools, and government offices.
What Are the Benefits of Bulk Scanning?
Paper records can be difficult to organize, time consuming to manage, and harder to access when information is needed quickly. As the volume of records grows, those challenges often grow with it.
Bulk scanning helps address many of these issues by making information easier to store, search, and manage. Here are a few ways bulk scanning can benefit your business:
Data Security
29% of businesses that face a data leak end up with lost revenue. Of those businesses, 38% experience a loss greater than 20%.
Protecting sensitive information is a growing concern for businesses of all sizes. While large scale cyberattacks often get the most attention, many security issues can begin with everyday situations such as misplaced files, unsecured records, or employees having access to information they do not need.
Paper records can make it difficult to monitor who has handled a document or where information has been shared. Files can be left on desks, removed from storage areas, misplaced, or viewed by people outside of their intended audience.
Digital records provide more control over how information is managed and accessed throughout a business. Features such as password protection, file encryption, and user permissions make it easier to limit access to sensitive information and maintain stronger oversight of records.
Many digital systems also include activity tracking and access controls that help businesses maintain stronger security practices while supporting privacy and compliance requirements.
Prevent Data Loss
Paper records can become more difficult to preserve over time. Ink may fade, pages can discolor, and documents are vulnerable to damage from moisture, mold, pests, fire, and other environmental factors.
Once records have been digitized, the information can be preserved in a format that remains consistent over time without the physical wear associated with paper files. Digital records can also be duplicated without affecting image quality, helping maintain accurate copies of important information.
Digital storage provides additional protection by allowing records to be backed up in multiple locations. Many systems include automatic backup features, helping reduce the risk of losing valuable information due to accidents, equipment failures, or unexpected events.
Improved Productivity
Managing paper records often requires time that could be spent elsewhere. Searching through filing cabinets, retrieving records from storage, and manually organizing documents can add up quickly, especially as the number of records grows.
Digitized records make information easier to locate and access. Instead of manually sorting through folders, employees can search for specific records using names, dates, account numbers, IDs, or other indexed information.
Faster access to information reduces time spent managing documents and allows employees to stay focused on the work in front of them. Even small improvements in how information is stored and retrieved can have a meaningful impact over time.
Cost Savings
Managing paper records often comes with ongoing expenses that can add up over time. Costs related to paper, printers, ink, storage supplies, and physical filing systems are only part of the equation.
Paper records can also require additional employee time for filing, retrieving, organizing, and managing information. Digitized records reduce much of that manual effort while making information easier to access when it is needed.
Reducing reliance on paper can help lower operating costs while creating a more efficient and organized way to manage records.
Reclaim Lost Space
Paper records can take up a significant amount of space, whether they are stored in filing cabinets, storage boxes, or large shelving systems. Over time, growing collections of records can begin occupying areas that could otherwise be used for employees, equipment, or other business needs.
Digitizing records reduces the amount of physical storage required and gives businesses the opportunity to make better use of their available space. Reclaiming areas previously dedicated to paper storage can create a more organized environment while reducing the need for additional storage solutions.
Improved Collaboration
Accessing and sharing information is often much easier when records are stored digitally. Employees can retrieve documents and work with the information they need whether they are in the office, working remotely, or in the field.
Digital records also make it easier to share files across teams and departments without relying on physical copies or manual handoffs. Faster access to information helps employees stay connected and supports better communication throughout the business.
How Does Bulk Scanning Work?
The bulk scanning process can vary depending on the provider and the type of records being converted. Factors such as document condition, indexing requirements, file formats, and delivery preferences can all play a role in how a project is handled.
At SecureScan, the process is designed to keep things as simple and manageable as possible. From planning and logistics to document preparation and final delivery, each step is handled around the specific needs of the project to help ensure the finished records are organized and ready to use.
Step 1. Consultation
High volume document scanning projects typically begin with a consultation to better understand the scope of the project and how the records will be used after scanning is complete.
This is an opportunity to ask questions, discuss goals, and review any project requirements. During the conversation, a scanning technician may ask about the volume of records being converted, document conditions, indexing preferences, and any specific file delivery requirements.
This information helps establish project details, determine the services needed, and provide an accurate estimate for the scanning project. Businesses looking for a general idea of project pricing can also use our scanning calculator to estimate the cost of a scanning project before getting started.
Step 2. Document Transportation
Once project details have been finalized, arrangements can be made to securely transport records to the scanning facility. For many projects, records are picked up directly from the customer location at a scheduled time and loaded by trained staff. An inventory of the boxes or records is also created to help maintain accountability throughout the process.
Shipping options may also be available for projects that do not require an onsite pickup. This can be especially useful for customers who plan to have records securely destroyed after scanning and do not need the original documents returned. In these cases, postage paid document boxes can be provided so records can be packed and dropped off at a designated shipping location.
Step 3. Preparation
Before scanning begins, documents are prepared to help ensure they move through the scanning process accurately and without issues. Records are reviewed for conditions such as tears, folds, faded text, or other factors that could affect image quality.
Preparation may also include removing staples and paper clips, flattening creases, and securing sticky notes or attached items that need to be captured as part of the document.
If any records require special handling or are found to be heavily damaged, they can be identified and reviewed before moving forward with the project.
Step 4. Scanning
Once documents have been prepared, they move into the scanning stage where each record is converted into a high resolution digital image. Files can then be created in the format that best fits the project requirements, such as PDF or TIFF.
Quality review is also an important part of the process. Images are checked for readability, completeness, and overall image quality to help ensure records are captured accurately. If an issue is identified during review, the document can be rescanned before moving to the next stage.
Step 5. Indexing
After documents have been scanned, indexing can be used to make records easier to search and retrieve. The indexing approach often depends on how the records will be used and the level of searchability needed for the project.
Manual indexing focuses on capturing specific pieces of information from a document, such as invoice numbers, customer IDs, names, dates, or other identifying details. For projects requiring a high level of accuracy, multiple levels of review may be used to verify the information entered.
OCR, or Optical Character Recognition, provides another option by converting printed or written text within a document into searchable text. This allows users to search records using words or phrases contained within the document itself rather than relying only on selected index fields.
Some projects may use one method, while others combine manual indexing and OCR to create a more flexible and searchable records system.
Step 6. Delivery
Once the project is complete, digital records can be delivered in a variety of ways depending on how the files will be accessed and managed moving forward.
For businesses building a new records system, files can be uploaded into a document management platform that provides secure storage, controlled access, and search functionality.
For those who already use an existing document management system, files can often be delivered directly into that environment. Additional delivery options may include secure file transfer methods such as SFTP or encrypted storage media, depending on project requirements and preferences.
Step 7. Return or Disposal
Once the scanning process has been completed, the final step is deciding how the original paper records will be handled.
Depending on document retention requirements and business preferences, records can be returned and repacked into their original folders and boxes, placed into secure storage, or securely destroyed if they are no longer needed.
The right option often depends on retention policies, regulatory requirements, and how the records may be used in the future.
Why Hire a Bulk Scanning Company When I Can Do It Myself?
It can be tempting to consider handling the scanning process in-house all on your own. After all, how hard could it be, right?
You could buy some high-end scanners, purchase some software, build some technical infrastructure, and hire an employee or two to handle the process, but would there really be any cost savings?
Chances are, it will end up costing you a lot more. In fact, there are quite a few risks involved with DIY scanning.
The biggest benefit of hiring a document scanning company to complete your bulk scanning project is that professional companies have the experience, the know how, and equipment to ensure the results meet the highest quality standards.
After all, the accuracy and usability of your data is the core of your business, why take a risk on the final result?
At SecureScan, we’ve built our reputation on our ability to quickly and securely convert a large volume of documents in a short amount of time. We have optimized our processing pipeline over the last 23 years, resulting in a highly efficient workflow that makes a seemingly massive scanning job simple and affordable.
What might take you months to plan and complete in-house, our team can process for you in just a few days. The well-oiled, well-thought-out conversion processes we use in our scanning facility and with our on site scanning teams adds up in tremendous cost savings when compared to handling it on your own.
If you have an archive of documents you need to convert, SecureScan can help you tackle the task. Our bulk document scanning service is the easiest and most cost-efficient way to convert paper records en-masse into an easy-to-manage, text-searchable library of electronic documents for long-term storage and use.
Frequently Asked Bulk Scanning Questions
What kind of businesses need bulk scanning services?
While any organization that maintains paper records can benefit from bulk scanning, it’s particularly useful for those with large volumes of paper documents, such as hospitals, law firms, government offices, and human resources departments.
Are there any limits on the types or sizes of documents that can be bulk scanned?
Bulk scanning services can accommodate a wide range of document types and sizes, from large format documents to microfiche and microfilm.
How long does the bulk scanning process typically take?
The timeline for bulk scanning can vary depending on factors like the volume of documents, the condition of those documents, and the number of indexes you want to extract.
What happens if a document is too damaged to be scanned successfully?
Before scanning, documents are reviewed for potential issues. If a document is too damaged for successful scanning, it will be set aside for client review.
What happens to my physical documents after they’ve been scanned?
After the scanning process, you can choose to have the original documents can be repackaged and returned to you or securely shredded depending on your organization’s policies and needs.
What formats can my documents be scanned into?
Documents are typically scanned into digital images, which can be saved as PDF or .tiff files, among others. We also offer OCR, which converts written or printed text into machine-encoded text.
How are the digital files delivered after scanning?
There are several delivery options, depending on your preferences and existing infrastructure. You can have files uploaded to an existing document management system, delivered via SFTP, or stored on an encrypted USB drive.
What’s the cost of bulk scanning services?
The cost of your bulk scanning project can vary based on the volume of documents, their condition, and the level of indexing (or data extraction) you need. In most cases, you should expect to pay somewhere between $0.07 to $.0.12 per image.
To estimate the cost of your project, you can also try out our free scanning cost calculator.
Can I bulk scan my documents in-house instead of hiring a service?
While it’s possible to undertake a bulk scanning project in-house, DIY scanning can be risky, costly, and time-consuming without the proper experience and equipment. Hiring a professional scanning company ensures the job is done quickly, securely, and accurately.
