The future of document retention and archiving is digital, and a growing number of organisations are now transitioning to a fully digitised archive system, or a hybrid system in which day-to-day access is made through digital copies of paper documents held in long term storage. There are endless reasons to make the switch to digital archiving if you haven't already. However, mass digitisation of historic paperwork poses steep challenges to businesses, medical institutions, charities, and schools alike.

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Over time, gradual record accumulation creates a bulky and unwieldy archive that's often too expensive and time-consuming for staff to scan by hand, and it is difficult to extract data effectively from scanned documents without specialist software.

The solution? A bulk document scanning service, such as the one we offer at CAS Ltd, takes the burden of high-volume scanning out of your hands, and help reduce your dependence on extensive paper archives.


Bulk Document Scanning - How It Works

Bulk document scanning allows companies to convert enormous amounts of historical paper data into standard-definition digital image files (i.e. PDF, JPEG) in one consignment, as opposed to digitising your archives piecemeal in response to demand. Adopting this approach is often more cost-effective than manual document scanning, and reduces the time it takes to get files formatted and stored.

Instead of hand-loading paperwork into a small flatbed office scanner, documents are loaded into high-speed loading trays, arranged into vertical stacks. Data is extracted into readable form through optical recognition software, and the files are then automatically transferred to a hard drive or removable media in batches. The best high-volume scanners can process up to 100,000 documents a day.


Bulk Document Scanning And Document Retention Schedules

Once a secure, legible digital copy has been created, logged, and stored, you're legally allowed (in most cases) to destroy any retained paper copies still in date. Shredding paper archives frees up floor space and saves you the trouble of retaining hardcopy documents for their full document retention schedule.

Digitisation can also help you beat natural paperwork decay and ageing. UV, water, and heat damage all gradually render paper copies unreadable, while the paper itself breaks down if left for too long. Creating computer images of your vital paperwork protects files from retrieval failures and destruction due to unexpected disasters.


Access To Digitised Files

Cloud digital file storage makes access and modification easier and more accountable, in many cases, than physical document storage. It also makes segmentation and database management far easier, bringing older documentation into line with active files.


Find Out More

CAS provide scanning, archiving, and remote storage for organisations with long record retention schedules. To discuss your requirements or request a free quote, please get in touch with one of our archive management team today.

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