Insurance companies are among the most record-dependent businesses out there. Between claim documents, regulatory paperwork, and customer correspondence, there is a lot of information to keep track of, and that can be difficult no matter how organized you are.
As the volume of records continues to grow, keeping up with them becomes increasingly difficult, and without the right systems in place, the impact can trickle into your business. Slow response times, difficulty tracking down information, and rising storage costs are just a few of the issues you might face.
Thankfully, there is an easy way to convert your existing paper records into digital files that are more secure, text-searchable, and much easier to work with overall.
In this article, we’ll look at some of the challenges insurance companies face when dealing with paper records, the benefits of digitizing them, and how partnering with a professional scanning company like SecureScan can transform the way insurers handle their information.
The Benefits of Scanning for Insurers
Reducing your reliance on paper can have a major impact on how your insurance company operates. Even though many processes are already handled digitally, paper is still required in some situations, and that can slow things down. Converting those documents into digital files and integrating them with the systems you already use makes information easier to access, share, and manage. Some of the benefits include:
Better Service For Your Customers
When a customer reaches out with a claim or policy question, they expect a fast and accurate response. By centralizing all available information into a single, well-organized digital record, your team can provide answers right away without rummaging through stacks of paper. This not only shortens response times but also gives agents the full picture, allowing them to deliver the most accurate and up-to-date information and better customer service.
Support Compliance and Audit Readiness
Insurance companies are required to hold on to certain records for years, sometimes decades, and regulators expect those files to be available at a moment’s notice. Paper storage makes that difficult, as documents are often misplaced, misfiled, or buried in off-site storage.
By digitizing and indexing these records, your team can find what they need instantly, proving compliance without scrambling through boxes. It also creates a clear audit trail that shows when records were added, accessed, or destroyed, reducing the stress of preparing for inspections or legal reviews.
Reduces Security Risks
Paper records are vulnerable in a number of ways that are easy to overlook. They can be misplaced, left out on a desk, or accessed by people who shouldn’t see them. Storing them in boxes or cabinets doesn’t guarantee safety either — unauthorized access is hard to track, and physical files can be copied or removed without leaving a trace.
Digital recordkeeping changes all of that. With encryption, access controls, and user permissions, only the right people can see the information they need, and every interaction can be logged. This makes it far easier to protect sensitive customer data and demonstrate that the necessary security measures are in place. Once records have been scanned, the originals can also be securely shredded, with certification to prove it, eliminating the risk of those files resurfacing later.
Lower Costs
Storing paper records is expensive. Office space comes at a premium, and all the room taken up by filing cabinets and bankers boxes costs more than many businesses realize. Some insurers turn to off-site storage when the volume gets too high, but those fees add up quickly and continue to grow as more records are added.
There are also hidden costs. Employees spend hours filing, retrieving, and re-filing documents, slowing down daily work and pulling attention away from higher-value tasks. Staff time is valuable, and shuffling paper isn’t the best use of it.
Digitizing records reduces or eliminates the need for physical storage, saving money on real estate and off-site fees. It also makes retrieval almost instant, cutting down on wasted labor and freeing your team to focus on serving customers.
5 Tips for Planning Your Scanning Project
Now that you’ve seen some of the advantages of digitizing your records, the next question you might have is how to get this process started. Planning is an important first step, especially for insurance companies with large volumes of documents. A little preparation up front makes the process less overwhelming and ensures the transition goes as smoothly as possible.
Identify High-Priority Records
The first step is to identify the records that will deliver the most value once digitized. Claims files, active policies, and other documents your staff rely on every day are often the most impactful. Setting these as a priority helps you plan the project more effectively and ensures the benefits of scanning are felt right away by both customers and employees.
Choose the Right Format and Resolution
Not all documents scan the same way. Handwritten notes, signed policies, and regulatory filings may each need different resolutions or file types to capture the details clearly. Deciding on scanning standards before the project begins ensures consistency, preserves quality, and makes your digital archive easier to use long term.
Plan Your Indexing Strategy
A scanned record is only useful if it can be found later. Before the project begins, decide how files should be organized and labeled so they can be retrieved quickly. Many insurers choose to index by policy number, client name, or claim ID, but the right approach depends on how your team works. Having a clear indexing strategy in place upfront prevents confusion and makes your digital archive far more effective.
Think About Workflows and Integration
Digitized records are most valuable when they fit naturally into the tools your staff already use. Planning how files will connect with your claims management software, CRM, or other platforms ensures the transition is seamless. When records integrate smoothly into daily workflows, your team can work faster without switching between systems or duplicating effort.
Plan Ahead With Day-Forward Scanning
Completing a scanning project doesn’t mean paper will disappear entirely. In most cases, new documents will continue to be generated through other processes. Planning for day-forward scanning ensures those records are digitized as they come in, preventing paper from piling up again. By keeping your system current, you preserve the efficiency gains from your initial project and make sure staff continue working with complete, up-to-date digital records.
Challenges of Scanning in the Insurance Industry
Even with careful planning, scanning projects present their own set of challenges. One of the most common issues is underestimating the scope of the project. Insurance archives are often massive, and without the right equipment and expertise, the work can drag on much longer than expected. And even after files are scanned, they need to integrate with existing systems. If digital records don’t connect smoothly to claims management platforms or CRMs, insurers may struggle to realize the full benefits of digitization.
That’s why it’s important to work with a professional who can manage the scale, ensure accuracy, and deliver files in a format that fits seamlessly into the way your business already operates.
Partner With SecureScan
Scanning insurance records can be complex, but SecureScan makes the process simple, secure, and reliable from start to finish. With more than 22 years of experience, we’ve helped insurers manage projects of every size, from digitizing large off-site archives to implementing day-forward programs that keep new records flowing directly into digital systems.
Our team is trained to handle the types of documents insurers depend on most, including policies, claims, underwriting files, and regulatory paperwork. Each project is designed around your specific needs, whether that means creating an indexing system built for quick lookups, providing secure cloud access, or ensuring files integrate seamlessly with your existing software.
Security is built into every step. From strict chain-of-custody procedures to encryption and access controls, your records are protected throughout the process. Once scanning is complete, we also provide secure disposal of the originals along with a certificate of destruction to support compliance requirements.
Ready to get started? Contact SecureScan today to learn more or request a free quote for your scanning project.
