3 Keys to Success of a Quality Document Digitization Service

Technological innovation has transformed the way organizations handle information. For modern, efficient organizations, paper documents are increasingly becoming a thing of the past. No employee should have to sift through filing cabinets or boxes of paper records — this work is tedious, time-consuming, and unfulfilling.

Investing in a document digitization service allows organizations to save time, reduce errors, and create a digital-first environment where documents are accessible, searchable, and secure.

1. Use an Expert Document Digitization Service

Paper Records Are an Administrative Challenge

Managing paper documents can be cumbersome, especially as organizations grow. Paper records take up physical space, require proper filing, and are prone to misplacement. Without careful management, key documents may become effectively lost, requiring significant time and effort to retrieve.

Digitizing your documents removes these challenges and enables a more organized, efficient system.

Paper Records Require Backup

Backing up critical records is essential for every organization. This applies to a wide range of records, including:

• Public Records
• Census Data
• Birth and Death Records
• City Directories
• Church Registers
• Affidavits and Petitions
• Maps, Photographs, and Manuscripts
• Voting Results

A reliable document digitization service ensures that these records are not only preserved but also securely stored, reducing the risk of loss or damage.

Benefits of Document Digitization

• Easier backup and archiving
• Improved organization and cross-referencing of records
• Reduced physical storage requirements

2. What to Look for in a Document Digitization Service

When evaluating a document digitization service, look for providers who:

• Provide clear explanations of their process and demonstrate results via samples or demos
• Understand the project volume and timeline commitments
• Deliver high-quality digitized documents across all document types

No project is 100% perfect, so define acceptability levels upfront. Critical records may require full inspection, while less critical projects may only need random sampling.

Key Quality Control Criteria

• Is the document legible?
• Are all details captured clearly?
• Is every page, including two-sided pages, included?
• Are poor-quality originals labeled appropriately?
• Are scan dimensions accurate?
• Is the image area complete, with no cropped content?
• Is color fidelity maintained (if important)?
• Is the image correctly oriented and cropped?
• Is the document indexed accurately?

This checklist can serve as a guide for establishing project-specific quality standards.

3. Ensuring Long-Term Success in Document Digitization

Successful document scanning projects require careful preparation and consistent quality checks:

• Remove staples and unfold corners to prevent obscured information
• Periodically test and clean scanning equipment for consistent quality
• Work with your document digitization service provider to define quality criteria and ensure adherence

Documentation and certification of the digitization process verify project integrity, particularly when using external service providers. Properly executed, document digitization supports efficient document management, accurate search, and long-term accessibility of your organization’s critical information.

Back to You

Investing in a professional document digitization service is essential for modern organizations seeking:

• Organized, accessible, and searchable records
• Reduced physical storage needs
• Reliable backup and archiving processes
• High-quality, accurate document conversions

With expert guidance and attention to quality, digitization projects become a seamless path to improved document management and long-term operational efficiency.