Scanning vs Storing of Archives
With modern technologies bringing accessibility to the front of everything we do, Document Scanning is becoming more and more discussed at every single conference or forward thinking meeting we recently attended. Here we summarise the benefits of offsite scanning vs onsite scanning and managing it yourself.
Scanning vs Storing of Archives
With modern technologies bringing accessibility to the front of everything we do, Document Scanning is becoming more and more discussed at every single conference or forward thinking meeting we recently attended.
Having scanned images readily available has some tremendous benefits for multi office or multi national organisations. The biggest problem, you guessed it, is cost. The cost to invest in hardware to scan your legacy of office generated paperwork. The cost of investing in software packages to manage your records online. Additionally, the cost to ensure it is managed accordingly is a factor to consider.
Age old traditions of storing archives in the basement are also long outdated with some very good records management companies out there with some good technologies of their own.
To scan or to store, questions would be:
- Have I got legacy documents to Scan?
If you do, storage would be the correct option as on average clients request between 10-15% of archived material which means you will waste around 85-90% of scanning cost to do so.
- Have I got capital to invest in a digitising project?
As per above, this can run into 10’s of thousands due to legacy scanning, hardware and software costs. If you can afford to do so, then scanning is the right call, but will come at a cost.
- Are there any risks managing it in either format?
It is worth knowing the process for each solution before deciding. Should you decide to go down the scanning and hosting route and you have weak Cyber security, then it will increase risks.
- What training is required as part of ongoing onsite scanning
It is important to understand that should you go down the scanning route, some element of training on use of software systems and infrastructure will be required.
- Cost savings using traditional document storage providers
To store 1 box for its life expectancy (retention period) will probably cost you less than £5. Should you look at scanning a box you will look anything between £100-£200 per box. Digital formats still need managing and access controlled for hosted documents.
If you have the capital to invest in digitising legacy archives and setting up your own scanning capability going forward, then it will be worth the investment in the long run.
In reality, 80% of the market have a Scan-on-demand solution to hand where they reap the benefits of cost saving for storing their archives with an offsite provider but have the capacity to scan a document should they have the need. The cost to do it retrospectively is not that much different to conducting it up front, but the ongoing savings by doing it this way by far outweigh scanning it all from the start.
If you are still unsure on what might be the best option for you, then feel free to contact the team and we will be happy to have a discussion about what could be the right solution for you.