“The dog ate my homework!” — a funny excuse, but when it comes to paper records, losing critical documents is no joke. Physical storage, even under lock and key, comes with real risks: water damage from a burst pipe or flood, fire, theft, or simple misplacement. Without a backup, your organization’s vital records could vanish in an instant.

The responsibility falls on management to protect these business assets — and document digitization is a proven way to do just that.

Getting Started with Document Digitization

Moving to a fully digital system is no longer optional, it’s a major business initiative. Digitizing documents brings efficiency, safety, and accessibility. Key advantages of document digitization include:

• Reduced physical storage requirements
• Faster, more efficient document searching
• Improved safety through secure backups
• Access tracking and permission control
• Remote or multi-location access
• A more environmentally friendly approach

Even if you’ve been accumulating paper documents for decades, the transition to digital is worth it. The sooner your organization starts, the sooner you gain these benefits.

1. Smaller Physical Footprint

Digital storage eliminates the need for filing cabinets, boxes, and storage rooms. Documents now occupy virtually no physical space, freeing up office areas and reducing overhead.

2. Fast Document Search and Retrieval

Digital document management systems make finding documents effortless. No more digging through cabinets or storage boxes. Now employees can retrieve files in seconds, improving efficiency and reducing frustration.

3. Enhanced Document Safety

Paper documents are vulnerable to damage or loss. Digitization allows for secure backups, protecting your organization’s critical information from theft, fire, or water damage.

4. Access Tracking and Security

Digital systems provide detailed audit trails showing who accessed a document and when. Permissions can be managed precisely, ensuring sensitive information stays secure while supporting collaboration.

5. Remote Access and Collaboration

Digital files can be accessed from anywhere, enabling remote work and multi-location collaboration. Teams can work together in real time, reducing travel costs and increasing productivity.

6. A Green Approach

Digitization reduces paper usage, lowers energy costs associated with storage, and minimizes waste. Going digital is a sustainable, environmentally responsible choice.

The First Step: Inventory Your Documents

Before digitizing, understand what you have. Conduct an inventory analysis to classify your records (text documents, photos, tapes, etc.). Knowing the scope helps you plan the project and engage a document digitization service provider effectively.

Choosing the Right Document Digitization Service

Selecting the right document digitization provider is crucial. Consider the following:

• Experience: Have they handled projects similar to yours? Some companies specialize in photos, microfilm, or blueprints.
• Equipment: Ensure they have the proper equipment for your document types.
• Security: Sensitive documents require high-security procedures. HIPAA compliance or DOD-level security may apply depending on your records.
• Regulatory Knowledge: Make sure your provider understands applicable regulations and standards for handling your documents.

Working with an experienced provider can save time, reduce risk, and ensure a smooth transition from paper to digital.

Back to You

A thorough inventory of your current document management system is the first step toward a successful digitization project. By understanding your document types, assessing storage needs, and partnering with the right document scanning and digitization service, your organization gains secure, accessible, and efficient digital records that will protect your business and empower your team.

VASTEC can help. Learn more about our secure scanning and digitization services for your paper records. Get in touch with a representative today.

Accessibility in digital content is critical for creating an inclusive online experience. Two key terms often come up in this context — Section 508 and Web Content Accessibility Guidelines (WCAG). While they are related, they are not the same. Understanding their differences is essential for organizations managing websites, apps, or electronic documents.

Section 508: United States Federal Law

Section 508 originates from the Rehabilitation Act of 1973 and became federal law in 1986. Its purpose was to ensure that people with disabilities could access electronic and information technology.

Key Updates in Section 508 History

• 1986: Section 508 introduced as part of the Rehabilitation Act, but initial adoption lacked enforcement and clear guidelines.
• 1998: Congress updated the law, requiring federal agencies to make technology accessible.
• 2017-2018: The U.S. Access Board refreshed Section 508, enhancing standards for federal agencies and organizations receiving federal funds. This update incorporated WCAG 2.0 as the standard for web, software, and electronic document accessibility.

Takeaway: Section 508 is law in the United States and mandates that federal agencies and fund recipients acquire, develop, and maintain accessible technology.

WCAG: Global Accessibility Guidelines

The Web Content Accessibility Guidelines (WCAG) were created by the World Wide Web Consortium (W3C) through the Web Accessibility Initiative (WAI) in 1999. WCAG provides a set of globally recognized guidelines to help make web content accessible to people with disabilities.

Key WCAG Facts

• WCAG is not law, but a set of best-practice guidelines for web and digital accessibility.
• WCAG has evolved: versions 1.0, 2.0, 2.1, and 2.2 (draft) exist, with WCAG 3.0 under review.
• It applies to websites, apps, electronic documents, and other digital content.

Takeaway: WCAG serves as a global standard for accessible design, guiding organizations in making content usable for people with disabilities.

How Section 508 and WCAG Intersect

While Section 508 is U.S. law, WCAG is a guideline standard. The 2018 update of Section 508 adopted WCAG 2.0 for federal websites, software, and electronic document accessibility.

• Section 508 = Federal law (U.S.)
• WCAG = Global accessibility guidelines
• Section 508 compliance often requires adherence to WCAG standards

This is why people sometimes confuse the two — one mandates compliance with the other.

Implications for the Private Sector

Private organizations may not be legally bound to Section 508, but accessibility still matters:

• The Americans with Disabilities Act (ADA) applies to private sector websites and apps.
• Courts often use WCAG standards to evaluate digital accessibility in ADA-related lawsuits.

Notable Cases

• Winn-Dixie (2017): Florida court required the grocery chain to update its website to meet WCAG 2.0 AA standards.
• Domino’s Pizza (2019): U.S. Supreme Court declined to hear an appeal, reinforcing that ADA applies to business websites.

Takeaway: Compliance with WCAG is critical for private organizations to avoid legal risk and create an inclusive digital experience.

Why Understanding the Difference Matters

• Legal compliance: Section 508 is mandatory for federal agencies; WCAG is referenced in legal cases for the private sector.
• Global accessibility: WCAG provides best practices for making digital content accessible worldwide.
• Inclusive society: Following these standards ensures technology is usable by people of all abilities.

Organizations putting content online should prioritize both Section 508 (if federally related) and WCAG to ensure accessibility, compliance, and inclusivity.

Back to You

Section 508 and WCAG are not interchangeable. Section 508 is a federal law in the United States, while WCAG is a set of globally recognized accessibility guidelines. Understanding and implementing both ensures your websites, apps, and digital documents are accessible, legally compliant, and inclusive for all users.

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.

Many organizations are sitting on extensive, growing archives of valuable content. Historical documents, photographs, research articles, databases, and industry reports are all part of the mix. This content comes in many formats, but when leveraged correctly, it can be a goldmine for modern digital-first organizations.